Administrative Assistant 1 - Facilities Services (NY HELPS)
The Facilities Services Department at the State University of New York at Oswego invites applications to fill a full-time permanent Administrative Assistant 1 position, Grade 11.

Posting Date: January 23, 2025

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

Salary: $46,306/year - AA1; $43,768/year - AA Trainee 2; $39,215/year - AA Trainee 1. Commensurate with qualifications and experience. In addition, the State University of New York provides an excellent benefits package. Please click here [https://www.suny.edu/benefits/] for more information on benefits for full-time CSEA professionals.

Date of Appointment: As soon as possible.

Description of Responsibilities:

• Work with all Facilities Services departments to help maintain a smooth workflow.
• Approve Ready Requests & Create work orders as needed.
• Close out work orders within the workorder system per timeframes recommended and as needed.
• Create/process blanket PO's, Requisitions, Payment requests and receiving requests for Facilities Services as needed. Order parts and equipment for Utilities and Building Services.
• Take meeting minutes at meetings when needed.
• Help Custodial with needs, as requested, i.e.: employee Handbooks, work orders, etc.
• Assist with Setting up interviews through Interview Exchange and via email for Utilities and Building Services. (To include Space reservations, calendar invites, paper processing)
• Help manage Interview Exchange as needed (To include inbox, no, yes, short list, etc.)
• Keep an inventory of toner and supplies for Building Services.
• Process/verify the credit card certifications before emailing to purchasing.
• Assist with keeping track of the elevator work orders and other elevator related information.
• Assist the techs with their iPads, training, and troubleshooting.
• Answer calls for facilities (i.e. x3200, any forwarded calls, etc.)
• Communicate with all staff over the radio and phone, written/email or otherwise including emergencies, dispatch logs and daily work.
• Create and distribute outage notices.
• Monitor the dig safe emails and forward them to CHP, CTS ([email protected]) and EH&S ([email protected]).
• Help to keep org charts updated.
• Update the Academic custodial call-in log spreadsheet.
• Help supervisors in AiM when needed. Assist with training staff on how to use AiM.
• Checking all work orders for labor and costs and adding costs from credit card receipts or invoices and PO's when needed. Link documents, receipts, etc. to work orders in AiM. Assist supervisors with closing out work orders and follow through.
• AiM management of equipment, O&M manuals, PM's and any project management input
• Basic office duties: make signs, create spreadsheets, laminate, maintain files, update spreadsheets, etc.
• Assist in maintaining, scheduling, and logging training for staff via email, google classroom, and AiM
• Create Google invites for meetings, training, and interviews as needed.
• Reserve rooms through campus life for meetings and training.
• Receive and distribute mail and packages.
• Maintain general knowledge of all campus events and procedures to better answer questions that are fielded by Facilities Services.
• Organize and maintain digital file folders and archiving into Google Docs.
• Creating all new year spreadsheets and documents in Google Docs.
• Assist with maintaining multiple list servs.
• Field calls from students, faculty, staff, and VIPs.
• Prioritize tasks when dealing with multiple requests and people at once.
• Cross training and coverage for different Facilities Service locations as required for the smooth operations of the division.
• Shall have a strong focus on and commitment to: Trust, Conflict Resolution, Commitment, Accountability, and Results

Job 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):

Administrative Assistant Trainee 1

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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training at Trainee 1, you will automatically advance to Trainee 2.

Administrative Assistant Trainee 2

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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training as a Trainee 2 you will advance to the full level of this title without further examination.

Administrative Assistant 1

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.

Substitution:

Certification (e.g., IAAP Certified Administrative Professional) or associate degree* in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

*Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was awarded by an educational institution outside the United States or its territories, you must provide independent verification of equivalency. This information can be found at http://www.cs.ny.gov/jobseeker/degrees.cfm. Candidates are responsible for the evaluation fee.

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 Administrative Assistant 1 OR be reachable on the Administrative Assistant 1 or Administrative Assistant Trainee 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; or 55b/c service in a position allocated to a Grade 6 and above and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant Trainee 1.*

*Note: Appointment may be made at a traineeship level. A new two-year traineeship, (Administrative Assistant Trainee 1, NS=Grade 8 & Administrative Assistant Trainee 2, NS=Grade 10) leading to Administrative Assistant 1, Grade 11, has been approved effective October 31, 2019.

Trainees will be required to take four mandatory courses in the first year of the traineeship and four elective courses in each the second year of the traineeship in four competency areas through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency. All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, SG-11.

For full details on the Administrative Assistant Traineeship program, go to the following link: https://www.cs.ny.gov/ssd/Manuals/SPMM/GIBS/GIB19-07.cfm

70.1 transfer or Reinstatement:

One year of permanent competitive or 55b/c service as an Administrative Assistant 1 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 Administrative Assistant 1.

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 [email protected].

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 [email protected].

For more details, reference New York State Department of Civil Service Job Title Code #2900100, Administrative Assistant 1, and Grade 11.

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

Human Resources
315-312-2230
[email protected]


To apply, visit http://oswego.interviewexchange.com/jobofferdetails.jsp?JOBID=184905





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