Administrative Assistant 1

Job Description: The Agriculture and Veterinary Technology department and the Allied Health department are seeking an experienced Administrative Assistant to join our team. This position is vital in assisting both departments. Administrative Assistants 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; and compilation of reports. These positions are found in virtually all State agencies.

DISTINGUISHING CHARACTERISTICS:

Administrative Assistant 1: Establish office procedures; design filing systems; implement policies and procedures; maintain efficient work flow; resolve day-to-day operational problems; respond to phone calls; sort mail; organize, expedite and follow up on projects; and coordinate information flow by acting as liaison among executives, staff, other employees and the public. Levels in this series are distinguished by an overall evaluation of the following factors: breadth of duties performed; independence of operation; reporting relationship; size and scope of office; and supervisory responsibilities. Full performance level; under the supervision of higher-level staff, performs many support tasks but level of involvement is limited by the tasks being performed or by the size and scope of the program supported. Incumbents usually work for administrators, technical or program staff who generally give some direction in setting priorities and answering questions. The tasks performed are part of a broad responsibility which requires that the Secretary be aware of virtually everything happening in the organizational unit. The typical position requires knowledge of the organizational context of the unit and the agency and the program with which it is associated. Critical distinctions between Administrative Assistant 1 and Office Assistant are the former's responsibility for serving as the principal administrative support position in an office; organizing and coordinating administrative activities; and directing the information flow.

ILLUSTRATIVE DUTIES:

Answers telephone and gives information to callers, takes messages, and transfers calls to appropriate individuals. Greets visitors or callers and handles their inquiries; or directs them to the appropriate persons. Opens, reads, routes, and distributes incoming mail or other materials and answers routine letters. Sets up and manages paper and electronic filing systems. Uses various information technology applications such as email, database, and word processing. Operates office equipment such as printers, scanners, and copiers; and arranges for repairs when equipment malfunctions. Creates, maintains, and enters information into databases. Maintains scheduling and event calendars. Schedules and confirms appointments for clients, customers, or supervisors. Coordinates conferences, meetings, or special events, such as luncheons or graduation ceremonies. Makes travel arrangements for staff. Completes forms in accordance with agency procedures. Makes copies of various documents, places them in proper files, and distributes them to appropriate staff. Locates and attaches appropriate files to incoming correspondence requiring replies. Composes, types, and distributes meeting notes, correspondence, and reports. Provides services to customers, such as order placement or account information. Reviews work done by others to check for correct spelling and proper grammar, ensures that office format policies are followed, and recommends revisions. Searches for information using such sources as the internet. Manages projects or contributes to committee or team work. Mails various items including letters, reports, and promotional materials; and prepares packages and arranges for them to be shipped. Orders and distributes supplies. Creates conference or event materials such as flyers or invitations. 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. May take dictation in shorthand or by machine and transcribe information. Requirements: Minimum Qualifications: Promotion: one year of service in a clerical title allocated to Grade 6 and above; and completion of a two-year traineeship*. Non-competitive: High school diploma or high school equivalency diploma; and three 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. * 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. Preferred Qualifications: Experience with student systems management like SLATE, BANNER, GUI Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements. Additionally, please note that Alfred State College is not an E-Verify employer. Additional Information: The hiring range for this position is $40,391-$47,695 Employees are also offered EXCEPTIONAL BENEFITS! We offer extensive healthcare and retirement options, including the opportunity for a pension. Furthermore, we prioritize a harmonious integration of work, personal life, and academic endeavors to support your overall work-life balance and effectiveness. Benefits options include: Health Insurance: Cost effective health insurance premiums with 73% to 88% covered by the employer. PPO or HMO option for personalized healthcare solutions. Exceptional fertility benefits available. Accumulated sick leave can cover a health insurance premium in retirement. Dental and Vision: No cost dental and vision benefits for employees and eligible dependents. Educational Support: Tuition benefits to invest in your continuous learning and professional development. Paid Time Off: New employees are eligible for up to an impressive 22 vacation, 5 personal and 13 paid sick days per year, increasing with years of service. Up to 13 paid holidays annually Paid parental leave Retirement Plans: Various retirement options, including a defined benefits (pension) plan. With the pension, retired employees receive a defined monthly income for the rest of their life. Additional pre- and post- tax voluntary retirement savings options are available. Our comprehensive compensation and benefits package are designed to exceed your expectations, affirming our dedication to your overall well-being and professional growth. Non-Discrimination Notice Alfred State College hereby advises students, parents, employees, and the general public that it offers employment and educational opportunities, including career and technical educational opportunities, without regard to an individual's race, color, national origin, religion, creed, age, disability, sex, gender identity, gender expression, sexual orientation, familial status, marital status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, or criminal conviction. Employees, students, applicants, or other members of the college community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely or retaliated against based upon a protected characteristic. Alfred State policy is in accordance with federal and state laws and regulations prohibiting discrimination and harassment. These laws include the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964 as Amended by the Equal Employment Opportunity Act of 1972, and the New York State Human Rights Law. These laws prohibit discrimination and harassment, including sexual harassment and sexual violence. Grievance procedures are available to interested persons by contacting either of the compliance officers/coordinators listed below. Inquiries regarding the application of Title IX and other laws, regulations, and policies prohibiting discrimination may be directed to: Kayleigh Jones Chief Diversity Officer Alfred State College 10 Upper College Drive Alfred, NY 14802 View email address on click.appcast.io Phone View phone number on click.appcast.io If you would like to receive the combined Annual Security and Fire Safety Report which contains this information, you can stop in and request one at the University Police Department, located in the TG House on Lower College Drive or request a copy by calling the University Police at View phone number on click.appcast.io. This report is available on the college's website at: Application Instructions: Returning applicants may login to their Alfred State College Careers Account to apply for this position. See the FAQ for using our online system. Please contact us if you need assistance applying through this website. The following documents MUST be submitted to be considered for this position: Resume/CV Cover Letter Alfred State College is committed to providing equal employment opportunities for individuals with disabilities. In support of this commitment, reasonable accommodations will be made to ensure that qualified applicants with disabilities or pregnancy-related conditions can participate fully in the application, interview, and selection process, and perform the essential functions of the position. Applicants are encouraged to request accommodations in a timely manner by contacting the Office of Human Resources at View phone number on click.appcast.io or emailing View email address on click.appcast.io. Alfred State College