Administrative Assistant I - Academic Support Services (NY Helps) - Suny Morrisville

Job Description:

Campus Title: Administrative Assistant I, Academic Support Services (NY HELPS)

State Title: Administrative Assistant I (NY HELPS)

Department: Academic Support Services (Library)

Bargaining Unit: CSEA-ASU; view our state benefits summary here!

Professional Rank and Salary Range: SG-11; $46,306

Duration: Calendar Year (12-month schedule)

Brief Description of Duties:

SUNY Morrisville is seeking an Administrative Assistant I for our Academic Support Services team. This position offers a unique opportunity to provide administrative support for four critical student support services at SUNY Morrisville Donald G. Butcher Library: the library, tutoring services, the Educational Opportunity Program (EOP), and accessibility services.

Administrative Assistants ensure the efficient operation of an office by performing a wide range of administrative tasks related to correspondence, files, and calendar management; work coordination; customer service; fielding of questions; information gathering; and compilation of reports.

Important Notice for those appointed under NY HELPS:

• 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 recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.

• 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.

Primary Responsibilities include but are not limited to:

• 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 clients, customers, or supervisors.

• 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 customers, 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 teamwork.

• 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 provide training and orientation to new staff.

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

• Library circulation desk coverage as needed.

Requirements:

Non-Competitive Minimum Qualifications (NY HELPS):

• 2 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 OR 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.

• 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.

Competitive Minimum Qualifications (non-NY HELPS)

• Promotion Eligible: you must meet one year of service in a clerical title allocated to Grade 6 and above; and completion of a two-year traineeship* and eligible for a 70.1 transfer.
• *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.

Additional Information:

SUNY Morrisville is committed to creating a vibrant community enriched by diverse perspectives, talents and experiences, and prohibits discrimination in employment based on gender, race, ethnicity, nationality, physical capability, age, creed, sexual identity, veteran status, and economic means. We encourage applications from candidates who share this commitment and will contribute to the diversity of our college community, especially members of historically under-represented groups. AA/EEO/ADA

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 Morrisville; 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 Morrisville University Police at (315) 684-6410, Office of Student Rights and Responsibilities at (315) 684-6070, Office of Human Resources at (315) 684-6038 and or by accessing the following web site https://www.morrisville.edu/contact/offices/university-police/clery-act

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:

Application Deadline: Although applications will be accepted until the position is filled, candidates should submit their application by as soon as possible, to assure optimal consideration.

Application Procedure: Application materials are required to be submitted on-line at http://www.morrisville.edu/careers

Please provide Cover Letter, Resume, and at least three employment references (we will not contact references without prior permission).