Administrative Assistant 1 OR Trainee 1 OR Trainee 2 (NY HELPS) - Admissions - SUNY Oneonta

TITLE: Administrative Assistant 1 OR Trainee 1 OR Trainee 2 (NY HELPS) - 1 vacancy

UNIT: CSEA Administrative

CLASS: Competitive*

HELPS CLASS: Non-Competitive

SALARY: Grade 11

POST UNTIL: 2/12/2025

LOCATION: Admissions

SALARY: $46,306

Department Description:

The Office of Admissions is responsible for the recruitment and enrollment of new undergraduate and graduate students. The office values teamwork and is committed to serving students and their families. The office processes applications and associated materials for over 10,000 applicants per year, manages campus recruitment events, and works closely with many other offices on campus to facilitate new students' transition to campus each semester.

Job Description:

• Performs administrative: correspondence, files, and calendar management; work coordination; customer service; fielding of questions; information gathering; and compilation of reports.
• Slate CRM operational items including daily query runs, person record statis changes, consolidate and record merge.
• Answer incoming phone calls, respond, or redirect accordingly.
• Coordinate the Office of Admissions and individual membership renewals.
• Greets visitors to the second floor and directs them to the appropriate office.
• Opens, reads, routes, and distributes incoming mail or other materials.
• Order's reception supplies and general office supplies.
• Submits general building workorders and IT tickets as needed.
• Schedules and processes payment for Shred It.
• Tracks inventory management of borrowed travel related items i.e. table banners, pop ups, giveaways.
• Creates, maintains, and enters information into spreadsheets and databases (SharePoint)
• Completes and processes travel and procurement paperwork.
• 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.

Minimum Qualifications:

The successful candidate must be reachable on the full-time, permanent Civil Service list for Administrative Assistant 1, or must have held the permanent title of Administrative Assistant 1 in the past or be eligible to transfer into the title.

OR

Appointment may be made at the Administrative Assistant 1 Traineeship level, (grade 8 or grade 10) leading up to Administrative Assistant 1, grade 11 title. Successful candidates interested in the Traineeship must have 1 year of service in a clerical title allocated to grade 6 or higher (e.g., Office Assistant 1). 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.

OR

Non-competitive Qualifications:

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). *To be considered for appointment through NY HELPS, candidates must meet the open- competitive minimum qualifications for this position.

Administrative Assistant Trainee 1: High school diploma or high school equivalency; and 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.

Administrative Assistant Trainee 2: High school diploma or high school equivalency; and 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 1: High school diploma or high school equivalency; and 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 OR certification (e.g., IAAP Certified Administrative Professional).

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.

Candidates who are not transferring from a keyboarding title must possess adequate keyboarding skills (i.e., the ability to type 30 words per minute with at least 96% accuracy) as demonstrated by passing the Keyboarding Performance Test prior to appointment.

Preferred Qualifications:

• Experience working in an office setting
• Attention to detail
• Strong organizational skills
• Verbal communication
• Customer service oriented

• 
  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 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.

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