Office Assistant 2 (NY Helps)

Please note: State agencies that contact job applicants do not usually request personal or financial information via text message or over the phone in connection with your response to a job posting. If you are contacted for such information by these methods, or any other method, please verify the identity of the individual before transmitting such information to that person.

Note: For questions about the job posting, please contact the agency that posted this position by using the contact information provided on the "Contact" tab for the position.

Review Vacancy

Date Posted 09/26/24

Applications Due10/08/24

Vacancy ID168333

• Basics

• Schedule

• Location

• Job Specifics

• Contact

NY HELPYes

AgencyUniversity at Albany

TitleOffice Assistant 2 (NY HELPS)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade09

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $41399 to $50884 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address University at Albany (Purchasing)

City Albany

StateNY

Zip Code12203

Minimum Qualifications 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.

NON-COMPETITIVE MINIMUM QUALIFICATIONS (NY HELPS):

One year of experience where most work time is spent performing mathematical operations, and/or clerical activities related to mathematical operations.

COMPETITIVE MINIMUM QUALIFICATIONS (NON-NY HELPS):

Candidates must have a reachable score on the University at Albany Office Assistant 2 Calculations - ALBANY Exam List OR

Be a current NYS employee and have a current permanent appointment with 1 year of service as an Office Assistant 2 Calculations, or in a title eligible to transfer to Office Assistant 2 Calculations OR

Be a former NYS employee eligible for reinstatement to the title of Office Assistant 2 Calculations

May be filled from a mandatory reemployment list if one is in effect at the time of appointment.

Any resumes received that do not meet the above requirements as described will be deemed unqualified.

Duties Description 1. Communicate with campus department representatives, external agencies and vendors, as necessary in a timely and professional manner.

2.Monitor the financial management systems (FMS) and report problems efficiently with SUNY System Administration, Campus Officials and the Office of the State Comptroller (OSC). Proactively troubleshoot problems when they arise by informing the Director and working with Purchasing Associates, SUNY System Administration Campus Officials, and/or OSC.

3.Process purchase requisitions, new contracts and contract revisions in a timely and accurate manner.

4.Encumber, print, file and breakdown purchase requisitions, purchase orders, contracts and change notices for Purchase Associates

5.Under the direction of the Director, in preparation of the start of the new fiscal year, disencumber funds remaining on Purchase Orders and Contracts in a timely and efficient manner.

6.Assist Purchasing Associates with Purchase Order and Contract inquires as necessary.

7.Produce various reports including contract log sheets, bid/quote documents, cover letters, workload indicators, forms revision and office routings as necessary.

8.Maintain proficient working knowledge of personal computer software, SUNY Financial Management System and NYS Financial Management System as required to operate the office systems.

9.Copy, distribute, record and maintain vendor correspondence and/or requests in a timely and proficient manner. Update and correspond as necessary with vendors to ensure accurate data entry in the Vendor File System.

10. Process daily mail sorting and delivery.

11. Answer and transfer incoming phone calls in a professional and courteous manner.

12. Receive and announce salespeople and other visitors in a professional and courteous manner.

13. Assist the Director with UAB and MSC building management related requests and issues such as: requests for office keys, requests for scheduling building maintenance activities, as necessary.

Additional Comments For instructions on how to apply, please go to: https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=181495

Federal law and regulations require notice to all prospective employees regarding crimes that have occurred on campus in the current three-year period.

Please refer to the following website for the complete Annual Security Report ("Clery Report"): http://police.albany.edu/ASR.shtml

Some positions may require additional credentials or a background check to verify your identity.

Name Office of Human Resources

Telephone 518-437-4700

Fax 518-437-4731

Email Address ClassifiedJobs@albany.edu

Address

Street University at Albany

1400 Washington Avenue, UAB 300

City Albany

State NY

Zip Code 12222

Notes on ApplyingFor instructions on how to apply, please go to: https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=181495