Administrative Assistant 1 Environmental Science & Ecology / Earth Sciences - NY HELPS

Minimum Qualifications NON-COMPETITIVE MINIMUM QUALIFICATIONS (NY HELPS) :

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.

In lieu of two years of experience, certification (., IAAP Certified Administrative Professional) or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology, may be substituted.

COMPETITIVE MINIMUM QUALIFICATIONS (NON-NY HELPS) :

Candidates must have permanent appointment in an Administrative Assistant 1 New York State classified position (or be eligible for a 70.

1 transfer) or be reachable for appointment on the current NYS Civil Service eligible list for Administrative Assistant Trainee 1, Full Time - Brockport location.

Transfer eligible candidates who have completed one year of service in title are eligible to transfer into the Administrative Assistant Traineeship, up to a two salary grade jump, at the first level, second level OR full title, dependent on what coursework they have completed - (Non-Keyboarding titles will be required to take a typing

Email Kallee Quill in the Office of Human Resources at with any questions regarding the Traineeship.

Duties Description Management of all secretarial and clerical activities of the departments; assist the Chairs in the day-to-day functioning of the Departments;

organize and maintain files, assist in record keeping, property and key control, access the College online resources such as Banner and Brightspace, gather necessary information to assist the Chairs in class scheduling and budget management.

Facilitates and manages hiring, payroll, and schedules of student workers. Replies to inquiries about programs and procedures from students and others.

Process mail and deliveries, answer department phones, update directories and classroom schedules, oversee operation of copiers and supplies.

Manages SLATE reports and response letters.

Purchasing : Prepare purchase requests for faculty and staff in the departments. Purchase storeroom supplies, equipment, and furniture.

Proactively work to understand NYS contracted vendors and work with vendors to obtain proper quotes. Reconcile purchasing transactions in the SUNY Business Intelligence System each month.

Forms and typing : Sends correspondence to new freshman and transfer undergraduates and department members as appropriate.

Types forms for faculty and staff appointments, keys, and signs. Processes and keeps records on travel, types Travel Vouchers and processes them for reimbursement.

Takes minutes at faculty meetings. Assist faculty with various forms such as travel reimbursement, FSA expenses, etc.

Filing : Collects and files syllabi, textbook orders, personnel files, etc. Maintain and update spreadsheets for purchases, FSA paperwork, and purchase requisitions.

Event support : Reserves spaces, orders food, assists with publicity, and handles attendance and registration as needed.