Administrative Assistant 1

Budget Title ADMINISTRATIVE ASSISTANT 1 Campus Title Administrative Assistant 1 School/Division Student Affairs, Division of Department Multicultural Life Office Staff Sub-Type Staff & Administration Salary Level SG011 Salary Range $39,215-$46,306 Position Effort Full-Time If Part-Time, enter FTE: Is this a temporary position? No If Temporary, enter End Date: Position Summary

Provide administrative support to the Director and Assistant Directors of the Multicultural Life and Diversity Office (MLDO.)

Generous benefits of working for New York State, including, but not limited to, the following:

Holiday & Paid Time Off:

• Thirteen (13) paid holidays annually.

• Thirteen (13) days of paid vacation leave (increases with years of service).

• Five (5) days of paid personal leave annually.

• Thirteen (13) days of paid sick leave annually.

Health Care Benefits:

• Eligible employees and dependents can choose from a variety of affordable and generous health insurance programs.

• Family dental and vision benefits at no additional cost!

• Pre-Tax Flex Spending Accounts: Health Care and Dependent Care.

Additional Benefits:

• Enrollment in the New York State pension system which has earned the distinction of being one of the best-managed and best-funded plans in the nation OR Optional Retirement Defined Contribution Plan with 8% salary match (eligibility requirements apply).

• NYS Deferred Compensation and an exclusive 403(b) Optional Retirement Savings Plan.

• Paid Parental Leave for all employees.

• Public Service Loan Forgiveness (PSLF) https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service

• Eligibility for various life insurance options.

• Tuition Assistance.

• Free access to our state of the art fitness center, the Student Life Center! https://www2.cortland.edu/offices/recreational-sports/Student-Life-Center/

Major Responsibilities

Administrative Support

• Serve as first point of contact for the office.

• Answer phone calls and give information to callers, take messages, and transfer calls to appropriate individuals.

• Greet in-person visitors or callers and handle their inquiries; or direct them to the appropriate person.

• Open, read, route, and distribute incoming mail and email for multicultural.life@cortland.edu or other materials and answers routine inquiries.

• Mail out any outgoing mail from our office.

• Set up and manage paper and electronic filing systems.

• Maintain professional staff calendars.

• Schedule and confirm appointments and room reservations for meetings.

• Save copies of various documents, either digitally or paper copy, place them in proper files, and distribute them to appropriate staff.

Budget and Financial Transactions

• Assist Director with office budget and financial transactions.

• Organize transactions in an excel document to make sure we are staying within budget for specific programs, initiatives, supplies, etc.

• Submit paperwork for any financial transactions such as ordering giveaways, office supplies, technology, supplies for programming, etc.

• Create and submit travel expense reports for staff.

• Order and distribute supplies.

Program Support

• Assist in preparing, advertising, and coordinating logistical components of programming.

• Create and monitor registration forms for programs and events. A few examples include the Kente Celebration, Conference and Ally Development Workshops, etc.

• Maintain event calendars and reserve rooms needed.

• Send out campus communication to advertise upcoming programming.

• Create event materials such as invitations, nametags, programs, etc.

• Prepare necessary handouts for upcoming programs.

Work Study Student Support

• Help supervise work study students.

• Collaborate with the MLDO professional staff to create tasks for the work study students.

• Keep track of the work study students' hours worked and approve their time sheets.

Functional and Supervisory Relationships

Position will report directly to the Director of MLDO.

Required Qualifications

Appointment to this position could be a permanent competitive appointment or a permanent non-competitive appointment.

1.Permanent Competitive Appointment Options:

Eligible List Appointment: Candidates must be reachable on the Civil Service eligible list for this title. If you are on the Civil Service eligible list for this title, you may receive a canvass letter via email. You must record your response via NY.gov and follow instructions in the canvass email.

Section 70.1 Transfer to Administrative Assistant 1, SG 11: Candidates must have one year of permanent competitive or 55b/c service in a title SG-09 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory and elective core coursework through the NYS CSEA Partnership website.

Section 70.1 Transfer to Administrative Assistant Trainee 1, SG 8: Candidates must have one year of permanent competitive or 55b/c service in a title SG-06 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.

Section 70.1 Transfer to Administrative Assistant Trainee 2, SG 10: Candidates must have one year of permanent competitive or 55b/c service in a title SG-08 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory core coursework.

For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website:

https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm

For information regarding the Administrative Assistant Traineeship mandatory and elective coursework, please visit the NYS & CSEA Partnership website: https://nyscseapartnership.org/administrative-assistant-traineeship

Candidates appointed at the trainee level will be required to successfully complete the traineeship to advance to the full performance level title and salary.

• $39,215 (Trainee 1- NS equated to SG-8)
• $43,768 (Trainee 2- NS equated to SG-10)
• $46,306 (Full Performance level SG-11)

2.Non-Competitive Appointment Option: 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 this time, agencies may hire employees into temporary appointments. In May 2024, if the employee is satisfactorily performing, the appointment will be changed from temporary to permanent non-competitive and the official probationary period will begin.

At a future date (within one year of permanent appointment), employees hired under NY HELPS will have their non-competitive status converted to competitive status, without having to compete in an examination. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

NON-COMPETITIVE QUALIFICATIONS- To be considered for appointment through NY HELPS, or 55 b/c, candidates must meet the open-competitive minimum qualifications for this position.

This position may be designated 55 b/c and is subject to verification of applicant eligibility.

The qualifications are:

Administrative Assistant Trainee 1 (NS Salary Grade 8 $39,215):

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 by completion of probation.

Administrative Assistant Trainee 2 (NS Salary Grade 10 $43,768):

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 by completion of probation.

Administrative Assistant 1, Salary Grade 11 $46,306:

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 by completion of probation.

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.

Preferred Qualifications EEO Statement

The State University of New York College at Cortland is an Affirmative Action/Equal Employment Opportunity/Americans with Disabilities Act (AA/EEO/ADA) employer. The university actively seeks applications from women, veterans, individuals with a disability, members of underrepresented groups or anyone that would enrich the diversity of the university.

Job Close Date

Posting Detail Information

Posting Number S23104 Review Start Date Open Until Filled Yes Quick Link for Direct Access to Posting https://jobs.cortland.edu/postings/8546

Special Instructions

Special Instructions to Applicant

Special Instructions to Applicant