Administrative Assistant 1 (Grade 11) - Business Management - NY Helps - Farmingdale State College

Job Description:

The Business Management department at Farmingdale State College seeks an Administrative Assistant 1. The incumbent will be responsible for, but not limited to, the following responsibilities:

• Answers telephone and gives information to callers, takes messages, and transfers calls to appropriate individuals.

• Greets visitors or callers and handles their inquiries; or directs them to the appropriate persons.

• Opens, reads, routes, and distributes incoming mail or other materials and answers routine inquiries.

• Tracks and coordinates assignments.

• Sets up and manages paper and electronic filing systems.

• Uses various information technology applications such as email, database, spreadsheets and word processing applications.

• Operates office equipment such as printers, scanners, and copiers; and arranges for repairs when equipment malfunctions.

• Creates, maintains, and enters information into spreadsheets and databases.

• Maintains scheduling and event calendars. Schedules and confirms appointments for supervisor.

• Coordinates conferences, meetings, or special events, such as luncheons or graduation ceremonies. Makes travel arrangements for staff. Creates and/or submits travel expense reports for staff.

• Completes forms in accordance with agency procedures.

• Makes copies of various documents, places them in proper files, and distributes them to appropriate staff.

• Locates and attaches appropriate files to incoming correspondence requiring replies.

• Composes, types, and distributes meeting notes, correspondence, and reports.

• Provides services to employees and students, such as order placement or account information.

• Reviews work done by others to check for correct spelling and proper grammar, ensures that office format policies are followed, and recommends revisions.

• Searches for information using various sources including the internet.

• Manages projects or contributes to committee or team work.

• Mails various items including letters, reports, and promotional materials; and prepares packages and arranges for them to be shipped.

• Orders and distributes supplies.

• Creates conference or event materials such as flyers or invitations.

• Establishes work procedures or schedules and keeps track of the daily work of clerical staff.

• May supervise other clerical staff and provide training and orientation to new staff.

• May take meeting minutes, and/or prepare material from dictation.

This title is part of the New York State Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

There is no examination required for appointment to a NY HELPS position. Candidates hired before May 2024 will be appointed on a temporary basis. In May 2024, satisfactory employees will receive permanent, non-competitive appointments and will begin a probationary period.

At a future date (within one year of permanent appointment), it is expected that NY HELPS employees will have their non-competitive employment status converted to competitive status, without having to take an exam. Employees will then be afforded all 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.

Transfers from other New York State agencies are welcome to apply. Applicants may also be appointed to this position if currently reachable on the appropriate eligible list for this title OR are a current New York State employee with one year or more of qualifying permanent service in a position allocated to a Grade 6 or above and eligible for transfer under Section 70.1 of the Civil Service Law.

The college particularly welcomes candidates with knowledge, skills and abilities that include:

• Commitment to diversity and university initiatives supportive of diversity and inclusion.

• Interest in participating in student-centered service activities.

• Desire to apply expertise in promoting civic engagement with the College's many community partners.

Requirements:

MINIMUM REQUIRED QUALIFICATIONS:

• Administrative Assistant 1 (Salary Grade 11, current starting salary $44,957, job rate $55,093): 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.

• Administrative Assistant Trainee 2 (NS Equated Salary Grade 10, current starting salary $42,493, job rate $52,146): 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.

• Administrative Assistant Trainee 1 (NS Equated Salary Grade 8, current starting salary $38,073, job rate $46,886): 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.

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.

Current NYS Employees:

• Reachable on the Department of Civil Service Eligible list for Administrative Assistant 1 (formerly Secretary 1), OR
• Permanent or contingent permanent status as an Administrative Assistant 1 OR
• Eligible to transfer into traineeship. Successful completion of a two-year traineeship leads to appointment as an Administrative Assistant 1, G-11.

If appointed at the traineeship level, you will need to complete mandatory coursework in order to advance to the full Administrative Assistant 1 G-11.

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.

ADDITIONAL PREFERRED QUALIFICATIONS:

• Proficient in Microsoft Word, Excel and Outlook.

• Professional manner, possess good communication skills, have the ability to multi-task, be organized and reliable.

• Experience with Banner software.

Additional Information:

• Appointment includes additional location pay of $3,400/year.

The State University of New York offers excellent fringe benefits including health insurance options and retirement plans

Click here for New York State Benefits Summary.

VISA SPONSORSHIP IS NOT AVAILABLE FOR THIS POSITION

The Consumer Information web page can be viewed at the following link

http://www.farmingdale.edu/consumer-information/index.shtml

This page describes various services, information and statistics on many different aspects of the College's operations.

Farmingdale State College's commitment to inclusive excellence is an important part of our mission of public education and our culture. At Farmingdale State College, we continue to work on building a community that supports freedom, mutual respect, and civility. We seek others who support these values of diversity and inclusiveness and candidates of all diverse backgrounds who wish to participate in our cultural aspirations are welcome and encouraged to apply.

The College is an Equal Opportunity/Affirmative Action employer and does not discriminate on the basis of race, color, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status or any other legally protected status.

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) 474-6988 or via email at info@goer.ny.gov.

Application Instructions:

Interested candidates may apply and submit the required documents listed below by clicking on the "Apply Now" link at the bottom of this page. We require the following documents:

Resume

Cover Letter

URL: www.farmingdale.edu/employment

Only applications submitted online will be accepted, no phone calls please.

For more information on Civil Service opportunities, please check their website at

www.cs.ny.gov