Review Vacancy
TitleAdministrative Assistant 1
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $40391 to $58447 Annually
Duties Description According to Civil Service Standards, but particularly: provide administrative and secretarial support to the Director of Facilities and ensure the efficient operation of an office by performing a wide range of administrative tasks related to correspondence, files, and calendar management; work coordination; customer service; fielding of questions; information gathering; other related activities. Duties include but not limited to the following as below –
• Answer telephones, provide information to callers, take messages, and transfer calls. Back-up for Central Receiving and point of contact for elevator repairs – service calls.
• Greet visitors and callers, handle inquiries, and direct visitors or callers to appropriate individuals.
• Complete forms in accordance with agency procedures. Responsible for tracking and managing the Property Control System – PCS, inputting Time Sheets for grounds personnel, LENS (License Event Notification Service), which is a SUNY requirement, and Driver’s License review.
• Create, maintain, and enter information into databases. Inputs stationary stores supplies, gasoline and diesel orders, fuel oil deliveries, sand and salt orders, and maintains the Bus Schedule. Inputs purchase orders utilizing the NY State purchasing system as needed for the department. Also, as required inputs, utilizing Interview Exchange, P-1’s and P-2’s transactions for the department.
• Open, read, route, and distribute incoming mail or other materials; answer routine letters; and prepare and mail items.
• Operate office equipment such as printers, scanners, and copiers; and arrange for equipment repairs.
• Maintain schedule and event calendars; coordinate conferences, meetings, and events; and make travel arrangements for staff.
• Locate and attach files to correspondence requiring replies.
• Copy, file, and distribute documents to staff.
• Compose, type, and distribute meeting notes, correspondence, and reports.
• Order and distribute supplies.
• May supervise lower-level clerical staff and provide training and orientation to new staff.
Minimum Qualifications Competitive: Candidates must meet one of the following criteria:
• Promotional - A current employee who is reachable on the appropriate Administrative Assistant 1 promotional list.
• Open Competitive - Must be reachable for appointment on the appropriate NY State Civil Service eligible list for this title as an Administrative Assistant 1.
• Agency Transfer – Candidates must be permanently appointed in the title of an Administrative Assistant I, transferring from another State agency.
• Transfer to Administrative Assistant 1 - Candidates must have one year of permanent competitive service in a title SG-09 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory and elective core coursework.
• Transfer to Administrative Assistant Trainee 1: Candidates must have one year of permanent competitive service in a title SG-06 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.
• Transfer to Administrative Assistant Trainee 2: Candidates must have one year of permanent competitive service in a title SG-08 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory core coursework.
For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website. https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm.
Traineeship: To advance 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 1, you will automatically advance to Trainee 2. 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.
Non-competitive: high school diploma or high school equivalency diploma; 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 management of an office.
Additional Comments The vacancy is for department: Facilities/Maintenance
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 a future date, 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 an NY HELPS title, employees may take part in any promotion examination for which they are qualified.
The successful candidate must be authorized to work in the United States. In addition to the annual salary, the position is eligible to receive $4,000 downstate location pay.
Some positions may require additional credentials or a background check to verify your identity.
Email Address hr@oldwestbury.edu
Address
Notes on ApplyingIf you are interested in applying for this position, please visit the SUNY Old Westbury website at https://www.oldwestbury.edu/ and select Jobs & Careers (at the bottom of the home page). Please click Administrative Assistant 1 (Facilities) under Classified and follow the instructions.