Office Assistant 2 (NY Helps) - Facilities Services (Lee Hall) - Suny Oswego

Job Description:

The Facilities Services Department at the State University of New York at Oswego invites applications to fill a full-time Office Assistant 2 position, Grade 9.

Posting Date: September 25, 2023; Revised: June 10, 2024

Review Date: Review of applications will begin immediately and will continue until the position is filled.

Salary: $41,399/year. Commensurate with qualifications and experience. In addition, the State University of New York provides an excellent benefits package. Please click here for more information on benefits for full-time CSEA professionals.

Date of Appointment: As soon as possible.

Description of Responsibilities:

• Interact in person, by telephone, and electronically with administrators, employees, students, and outside vendors

• Help to facilitate and maintain communication among all campus departments and multiple Facilities Services departments

• Manage confidential information such as, but not limited to, counseling memos, evaluations, requests to fill, etc.

• Manage and respond to all emails received through the departmental email account

• Schedule meetings, events, and maintain calendars for some of the Facilities Services departments

• Responsible for supervising student employees

• Create and continuously update spreadsheets and workbooks utilizing Microsoft Excel and Google Sheets

• Work with all Facilities Services departments to help maintain a smooth workflow

• Monitor AiM work order system and create/approve requests in the ready request portal

• Maintain the Facilities Services listserv of all departments

• Submit elevator service calls as requested

• Assist in the purchasing of supplies or equipment for departments within Facilities Services

• Complete requisitions, payment requests, and vouchers in Jaggaer

• Schedule outside technicians, notify and keep calendar updated (e.g. Orkin, Tirrell's, etc.)

• Take meeting minutes at meetings when needed for future reference

• Close out work orders within the work order system per timeframes recommended and as needed

• Work with supervisors or independently to make decisions concerning a variety of situations including, but not limited to, setting up Facilities Services department interviews

• Track employee attendance at training and update employee information to reflect successful completion of training

• Assist in coordinating annual OSHA training for all Facilities Services

• Assist in coordinating annual employee and retiree physicals as required by NYS law

Requirements:

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 may be 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.

Non-Competitive Minimum Qualifications (NY HELPS):

One year of clerical experience.

Competitive Minimum Qualifications:

Candidates must be permanent competitive or 55 b/c employees of New York State to be eligible to apply for this position.

Permanent Appointment (Non-NY HELPS):

One year of permanent competitive service as an Office Assistant 2 OR be reachable on the Office Assistant 2 eligible list OR have one year of permanent competitive or 55b/c service in a title eligible for transfer under Section 70.1 of the law.

70.1 Transfer or Reinstatement:

One year of permanent competitive or 55b/c service as an Office Assistant 2 OR have one year of permanent competitive or 55b/c service in a title within two salary grades of the target title that is eligible for transfer under Section 70.1 of Civil Service Law.

Reassignment:

Permanent competitive or 55b/c service as an Office Assistant 2.

Provisional Appointment:

Eligible for provisional appointment under NYS Civil Service guidelines.

Conditions of Employment:

This will be a permanent or provisional appointment. Candidates should be aware that a preferred list, transfer list, placement roster and/or reemployment roster of laid off State employees may be certified against this vacancy by the Department of Civil Service.

Additional Information:

Oswego is committed to enhancing its diversity. SUNY Oswego is an Affirmative Action/Equal Opportunity Employer and is actively engaged in recruiting, supporting, and fostering a diverse community of outstanding faculty, staff and students. We encourage applications from qualified applicants regardless of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim SUNY status, or criminal conviction. Please click here to see our full non-discrimination policy.

In accordance with USCIS regulations, successful applicants must be legally able to work in the United States per the Immigration Reform and Control Act of 1986.

Requests for reasonable accommodations of a disability during the application and/or interview process should be made to the Human Resources Office by calling 315-312-2230 or emailing hr@oswego.edu.

For Campus Safety information, please click here to see the Annual Security and Fire Report (Clery).

SUNY Oswego is a smoke free/tobacco/e-cigarette free campus. Click here for further policy details, including education and cessation resources.

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 Office of Employee Relations at (518) 474-6988 or via email at info@oer.ny.gov.

For more details, reference New York State Department of Civil Service, Job Title Code #2581200, Office Assistant 2, and Grade 9.

If you have any questions about the position, please call or e-mail:

Human Resources

315-312-2230

HR@oswego.edu

Application Instructions:

To Apply Submit:

• Cover letter addressing qualifications and specifically addressing your experience

• Resume

• Copy of certificates related to qualifications

• Contact information for three professional references

electronically by clicking on the APPLY NOW button.

Official transcripts are required at time of appointment.

All required documents must be uploaded in order for your application to be reviewed and considered. Please click here to login to check/edit your profile or to upload additional documents.

Please click CONTACT US if you need assistance applying through this website.