Location: Syracuse,NY, USA
Job Description:
LOCATION/UNIT: Human Resources
TITLE/SALARY GRADE: Administrative Assistant 1 SG-11; Trainee 1 & 2 (NY HELPS)
DURATION: Contingent/Permanent
SALARY: $46,306 annual (NOTE: current salary or reconstructed salary for state employees in accordance with NYS Audit and Control.)
POSITION DESCRIPTION:
The Administrative Assistant 1 maintains familiarity with program areas in the Office of Human Resources in the areas of recruitment, employment, orientation, employee and labor relations, training, personnel database management, and employee benefits and support services. The Administrative Assistant 1 handles confidential material in a computerized office environment using word processing, database, online employment application system, and presentation software.
Primary Responsibilities:
The Administrative Assistant 1 monitors and tracks the status of program activities, and organizes and coordinates the administrative activities of the unit and unit staff, including:
* Prepares and processes State appointment letters for Offices of the President, Dean of Instruction and Graduate Studies and Research Foundation.
* Handles incoming correspondence, draft responses, and reviews outgoing correspondence, including sensitive materials relative to personnel actions and legal issues; transcribes confidential meetings.
* Prepares reports, including personnel actions for ESF Board of Trustees; transmits instructions to staff and follow up as needed; research background information.
* Serves as Office Manager including maintenance of administrative records and files, office equipment, supervises work-study students; follows established policies and guidelines and updates them as necessary.
* Handles and reconciles budget, processes purchase requisitions, makes travel arrangements and processes reimbursements; maintains calendars for staff.
* Schedules committee and other meetings; takes meeting minutes.
* Assist with Mandatory Compliance Training Online System.
* Schedules and advertises training and new employee orientation programs; prepares presentations, arranges for refreshments
* Handles Student Assistant and Volunteer appointments
* Serves as back-up to other clerical staff.
Requirements:
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).
For the duration of the NY HELPS Program, this title maybe filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.
At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.
NON-COMPETITIVE MINIMUM QUALIFICATIONS (NY HELPS):
Administrative Assistant Trainee 1 (Non-Statutory Equated Salary Grade 8) 2 YEAR Traineeship / coursework requirements: Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy.
Administrative Assistant Trainee 2 (Equated Grade 10) 1 YEAR Traineeship / coursework requirements: One year of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy.
Administrative Assistant 1, (Salary Grade 11) NO Traineeship / no coursework requirements:
Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy.
Substitution:
Certification (e.g., IAAP Certified Administrative Professional) or associate's degree* in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.
COMPETITIVE MINIMUM QUALIFICATIONS (NON-NY HELPS):
Administrative Assistant 1, SG-11:
Successful completion of 52 weeks of service as an Administrative Assistant Trainee 2 and completion of the four core administrative support courses AND completion of the four elective administrative support courses, as designated by the agency OR
Reachable on an appropriate eligible list and / or eligible to transfer and successful completion of the four core administrative support courses AND completion of four elective administrative support courses, as designated by the agency. Proof of passing a keyboarding test will be required for those who have not previously served in a keyboarding title or have not yet taken a keyboarding test. OR
Have a current permanent appointment with 1 year of service as an Administrative Assistant 1 OR
Be a former state employee eligible for reinstatement consideration (previous permanent service in the Secretary 1 title eligible for reinstatement to the title of Administrative Assistant 1; previous permanent service in other qualifying titles requires completion of core and / or elective administrative competency coursework prior to appointment above Trainee level 1). Proof of passing a keyboarding test will be required for those who have not previously served a keyboarding title or have not yet taken a keyboarding test.
Administrative Assistant Trainee Level 1, Equated Salary Grade 8: 2 Year Traineeship leading to SG-11. Reachable on an appropriate eligible list and / or be a current state employee eligible to transfer to the grade 8 traineeship AND, if transferring from a non-keyboarding title, proof of passing a keyboarding test.
Administrative Assistant Trainee Level 2, Equated Salary Grade 10: 1 Year Traineeship leading to SG-11. Successful completion of 52 weeks of service as an Administrative Assistant Trainee 1 AND completion of the four core administrative support courses; OR Reachable on an appropriate eligible list and/ or be a current state employee eligible to transfer AND completion of the four core administrative support courses and, if transferring from a non-keyboarding title, proof of passing a keyboarding test.
May be filled from a mandatory reemployment list if one is in effect at the time of appointment.
Any resumes received that do not meet the above requirements as described will be deemed unqualified.
Operational Needs: 8:00 a.m. - 4:30 p.m.
Additional Information:
In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act institutions of higher education are required to prepare an annual report containing information on campus security policies and campus statistics. This report includes statistics for the previous three years concerning reported crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by SUNY-ESF; and on property within, or immediately adjacent to and accessible from the campus. The report also includes institutional policies concerning campus security, such as policies concerning sexual assault, and other matters. You can obtain a printed copy of this report by contacting SUNY-ESF University Police at 315-###-#### or by accessing the following web site:
SUNY ESF is a Smoke and Tobacco Free campus and is dedicated to providing a healthy and safe environment for the entire campus. For more information you can visit our Tobacco and Smoke Free Policy at
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) ###-#### or via email at ...@goer.ny.gov.
Application Instructions:
Application Procedure and Deadline:
Application Procedure: Employment application, resume, cover letter and references is required to be submitted on-line at www.esf.edu/hr
Approval must be granted by Civil Service prior to filling this position pending clearance of re-deployment roster, transfer list, preferred list, reemployment roster, or placement roster.
Application Deadline: Although applications will be accepted until the position is filled, candidates should submit their application by November 16. 2024 for optimal consideration.
SUNY-ESF is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law