Administrative Assistant 1, OR Trainee 1, OR Trainee 2 (NY HELPS)- Facilities & Safety - 1 vacancy

Minimum Qualifications Minimum Qualifications :

Competitive Qualifications :

The successful candidate must be reachable on the full-time, permanent Civil Service list for Administrative Assistant 1, or must have held the permanent title of Administrative Assistant 1 in the past or be eligible to transfer into the title.

Appointment may be made at the Administrative Assistant 1 Traineeship level, (grade 8 or grade 10) leading up to Administrative Assistant 1, grade 11 title.

Successful candidates interested in the Traineeship must have 1 year of service in a clerical title allocated to grade 6 or higher (.

Office Assistant 1). Successful completion of the traineeship requires taking eight courses in the following competencies : Professionalism and Self-Management, Verbal, and Written Communication, Interpersonal and Customer Relations, and Computer Skills and Technology.

It must include instruction in each of the following topics : office organization and management; business writing; customer service; and Microsoft Word basics.

Non-competitive Qualifications (NY HELPS) :

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).*To be considered for appointment through NY HELPS, candidates must meet the open- competitive minimum qualifications for this position.

Administrative Assistant Trainee 1 : Six months of experience in administrative support, which includes use of office software (.

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 by completion of probation.

To be advanced to the full performance level of this title you must successfully complete a set training and development program.

Upon satisfactory completion of the 12-month training at the Trainee 1, you will automatically advance to Trainee 2.

Administrative Assistant Trainee 2 : One year of experience in administrative support, which includes use of office software (.

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 by completion of probation.

To be advanced to the full performance level of this title you must successfully complete a set training and development program.

Upon satisfactory completion of the 12-month training as a Trainee 2 you will advance to the full level of this title without further examination.

Administrative Assistant 1 : Two years of experience in administrative support, which includes use of office software (.

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 by completion of probation.

Certification (., 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.

Preferred Qualifications :

• Experience with use of MS office software (including, Word, Excel, PowerPoint, and database applications) as well as university business systems
• Demonstrate a proactive and self-motivated approach to work.
• Effective in a team environment
• Strong oral and written communication
• Detail Oriented
• Ability to effectively use Microsoft Outlook for scheduling
• Actively anticipates workload and upcoming projects to ensure timely and efficient completion.
• Ability to build effective working relationships with individuals at all levels of the organization

Duties Description

• Perform administrative duties for the Associate Vice President of Facilities and for the Facilities Department as required such as scheduling meetings and assisting with preparation of documents.
• Maintain the department staff calendar in Outlook.
• Answer and return phone calls, emails, and messages.
• Check in visitors and issue temporary visitor parking permits.
• Use Visa procurement card in relation to purchase order requisitions and reconcile purchases with Visa statement.
• Input purchases into the SUNY online system and process subsequent invoices received for payment.
• Process subsequent invoices received for payment.
• Keep and maintain meeting notes for facilities department meetings.
• Make travel arrangements for facilities staff; Create and submit travel authorization paperwork.
• Order and receive office supplies.
• Mail various items including letters, reports, and promotional materials; and prepares packages and arranges for them to be shipped.
• Operate office equipment such as printers, scanners & Copiers and arrange for equipment repairs
• Assist in the office area when needed.

Some positions may require additional credentials or a background check to verify your identity.