What are the responsibilities and job description for the Administrative Assistant 1 - University Police position at The State University of New York (SUNY)?
Location: Albany, NY Category: Classified Service Positions Posted On: Tue Feb 11 2025 Job Description:
The State University of New York (SUNY) System Administration, located in Albany, New York, is searching for an Administrative Assistant 1 (SG-11) to support the Office of University Police.
Specific responsibilities include, but are not limited to:
Open, review, sort, and distribute incoming mail, correspondence, and e-mails.
Deliver outgoing mail to mailroom
Research background information necessary for preparing correspondence and draft responses.
Review outgoing correspondence for clarity, content, and proper grammatical usage.
Answer telephone and greet visitors to the office, responding to and redirecting all inquiries as appropriate.
Staff reception desk to answer phone and greet/direct visitors as needed.
Coordinate information flow within the office ensuring uniformity of office policies and procedure, and resolve administrative and operational problems.
Coordinate information flow with other System Administration offices as needed
Type correspondence, documents, and records.
Maintain file system for office.
Order office supplies and schedule maintenance and repair of office equipment.
Order officer equipment and uniforms as needed.
Schedule meetings and maintain calendars.
Make travel arrangements and prepare travel vouchers.
Process purchase requisitions, purchase orders, expense reports, and other related paperwork for payment.
Submit University Police member timesheets to HR in timely fashion.
Create and issue employee ID badges.
Process and file Department of Criminal Justice (DCJS) and officer hiring/appointment paperwork.
Other related duties as needed.
Job Requirements:
Preferred Competencies:
Due to DCJS duties, obtain a favorable fingerprint check
Excellent communication and interpersonal skills
High level of confidentiality, integrity, and ethical conduct
Attention to detail and excellent organizational skills
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 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):
Administrative Assistant Trainee 1 (Non-Statutory Equated Salary Grade 8) 2 YEAR Traineeship / coursework requirements: 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 (Equated Grade 10) 1 YEAR Traineeship / coursework requirements:
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) NO Traineeship / no coursework requirements:
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.
COMPETITIVE MINIMUM QUALIFICATIONS (NON-NY HELPS):
Successful completion of 52 weeks of service as an Administrative Assistant Trainee 2 and completion of the four core administrative support courses AND completion of the four elective administrative support courses, as designated by the agency OR
Reachable on an appropriate eligible list and / or eligible to transfer and successful completion of the four core administrative support courses AND completion of four elective administrative support courses, as designated by the agency. Proof of passing a keyboarding test will be required for those who have not previously served in a keyboarding title or have not yet taken a keyboarding test. OR
Have a current permanent appointment with 1 year of service as an Administrative Assistant 1 OR
Be a former state employee eligible for reinstatement consideration (previous permanent service in the Secretary 1 title eligible for reinstatement to the title of Administrative Assistant 1; previous permanent service in other qualifying titles requires completion of core and / or elective administrative competency coursework prior to appointment above Trainee level 1). Proof of passing a keyboarding test will be required for those who have not previously served in a keyboarding title or have not yet taken a keyboarding test.
Administrative Assistant Trainee Level 1, Equated Salary Grade 8: 2 Year Traineeship leading to SG-11
Reachable on an appropriate eligible list and / or be a current state employee eligible to transfer to the grade 8 traineeship AND, if transferring from a non-keyboarding title, proof of passing a keyboarding test.
Administrative Assistant Trainee Level 2, Equated Salary Grade 10: 1 Year Traineeship leading to SG-11
Successful completion of 52 weeks of service as an Administrative Assistant Trainee 1 AND completion of the four core administrative support courses; OR Reachable on an appropriate eligible list or eligible to transfer AND completion of the four core administrative support courses and, if transferring from a non-keyboarding title, proof of passing a keyboarding test.
May be filled from a mandatory reemployment list if one is in effect at the time of appointment.
Additional Information:
Position Information: , SG-11 (Permanent); salary for this position is $46,306.
Hours : 8:00 a.m. - 4:00 p.m. M-F
SUNY System Administration Benefits
SUNY System Administration provides an outstanding and comprehensive benefits package to support you and your family through the many life changes you may experience while you work for SUNY. Our nationally recognized benefits include:
Retirement: The choice between a fully funded pension plan and a self-driven defined contribution plan, along with two supplemental plans to increase your ability to save for retirement.
Health Insurance: Several health insurance options at an affordable cost that provide full coverage without mandatory deductibles.
Time Off: Paid time off with separate vacation and sick leave accruals up to 21 days a year for each category.
Additional paid leave policy options for childbirth, adoption, elder care, and other family care situations.
Flexible Working Arrangements: Flexible working arrangements, including hybrid schedules, are available depending on position.
Explore our full benefits offerings here: www.suny.edu/benefits
The State University of New York (SUNY) System Administration, located in Albany, New York, is searching for an Administrative Assistant 1 (SG-11) to support the Office of University Police.
Specific responsibilities include, but are not limited to:
Open, review, sort, and distribute incoming mail, correspondence, and e-mails.
Deliver outgoing mail to mailroom
Research background information necessary for preparing correspondence and draft responses.
Review outgoing correspondence for clarity, content, and proper grammatical usage.
Answer telephone and greet visitors to the office, responding to and redirecting all inquiries as appropriate.
Staff reception desk to answer phone and greet/direct visitors as needed.
Coordinate information flow within the office ensuring uniformity of office policies and procedure, and resolve administrative and operational problems.
Coordinate information flow with other System Administration offices as needed
Type correspondence, documents, and records.
Maintain file system for office.
Order office supplies and schedule maintenance and repair of office equipment.
Order officer equipment and uniforms as needed.
Schedule meetings and maintain calendars.
Make travel arrangements and prepare travel vouchers.
Process purchase requisitions, purchase orders, expense reports, and other related paperwork for payment.
Submit University Police member timesheets to HR in timely fashion.
Create and issue employee ID badges.
Process and file Department of Criminal Justice (DCJS) and officer hiring/appointment paperwork.
Other related duties as needed.
Job Requirements:
Preferred Competencies:
Due to DCJS duties, obtain a favorable fingerprint check
Excellent communication and interpersonal skills
High level of confidentiality, integrity, and ethical conduct
Attention to detail and excellent organizational skills
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 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):
Administrative Assistant Trainee 1 (Non-Statutory Equated Salary Grade 8) 2 YEAR Traineeship / coursework requirements: 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 (Equated Grade 10) 1 YEAR Traineeship / coursework requirements:
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) NO Traineeship / no coursework requirements:
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.
COMPETITIVE MINIMUM QUALIFICATIONS (NON-NY HELPS):
Successful completion of 52 weeks of service as an Administrative Assistant Trainee 2 and completion of the four core administrative support courses AND completion of the four elective administrative support courses, as designated by the agency OR
Reachable on an appropriate eligible list and / or eligible to transfer and successful completion of the four core administrative support courses AND completion of four elective administrative support courses, as designated by the agency. Proof of passing a keyboarding test will be required for those who have not previously served in a keyboarding title or have not yet taken a keyboarding test. OR
Have a current permanent appointment with 1 year of service as an Administrative Assistant 1 OR
Be a former state employee eligible for reinstatement consideration (previous permanent service in the Secretary 1 title eligible for reinstatement to the title of Administrative Assistant 1; previous permanent service in other qualifying titles requires completion of core and / or elective administrative competency coursework prior to appointment above Trainee level 1). Proof of passing a keyboarding test will be required for those who have not previously served in a keyboarding title or have not yet taken a keyboarding test.
Administrative Assistant Trainee Level 1, Equated Salary Grade 8: 2 Year Traineeship leading to SG-11
Reachable on an appropriate eligible list and / or be a current state employee eligible to transfer to the grade 8 traineeship AND, if transferring from a non-keyboarding title, proof of passing a keyboarding test.
Administrative Assistant Trainee Level 2, Equated Salary Grade 10: 1 Year Traineeship leading to SG-11
Successful completion of 52 weeks of service as an Administrative Assistant Trainee 1 AND completion of the four core administrative support courses; OR Reachable on an appropriate eligible list or eligible to transfer AND completion of the four core administrative support courses and, if transferring from a non-keyboarding title, proof of passing a keyboarding test.
May be filled from a mandatory reemployment list if one is in effect at the time of appointment.
Additional Information:
Position Information: , SG-11 (Permanent); salary for this position is $46,306.
Hours : 8:00 a.m. - 4:00 p.m. M-F
SUNY System Administration Benefits
SUNY System Administration provides an outstanding and comprehensive benefits package to support you and your family through the many life changes you may experience while you work for SUNY. Our nationally recognized benefits include:
Retirement: The choice between a fully funded pension plan and a self-driven defined contribution plan, along with two supplemental plans to increase your ability to save for retirement.
Health Insurance: Several health insurance options at an affordable cost that provide full coverage without mandatory deductibles.
Time Off: Paid time off with separate vacation and sick leave accruals up to 21 days a year for each category.
Additional paid leave policy options for childbirth, adoption, elder care, and other family care situations.
Flexible Working Arrangements: Flexible working arrangements, including hybrid schedules, are available depending on position.
Explore our full benefits offerings here: www.suny.edu/benefits
Salary : $46,306
