Administrative Assistant 1 (NY HELPS)

Administrative Assistant 1 (NY HELPS)

Position Details

Budget Title - Administrative Assistant 1 (NY HELPS)

Campus Title - Administrative Assistant 1 (NY HELPS)

School/Division - Finance and Management, Division of

Department - Budget Office

Staff Sub-Type - Staff & Administration

Salary Level - SG011

Salary Range - $40,391-$47,695

Salary Determination - Starting salary rates are based on negotiated labor contracts.

Position Effort - Full-Time

Position Summary - The Administrative Assistant 1 provides comprehensive administrative support to the Business Office, including Budget, Purchasing & Accounts Payable, and Property Control & Print Services. The position ensures an efficient office by managing complex procurement tasks, financial reconciliations, and diverse administrative workflows. This position maintains institutional continuity by overseeing compliance-based reporting, coordinating campus-wide services, and providing essential cross-functional support for key financial and executive personnel. Hours for this position are 8:00 a.m. to 4:30 p.m. Monday through Friday. Salary: $40,391-$47,695 dependent upon experience.

What makes SUNY Cortland a great place to work? - • Our positions provide predictable salary progressions, and many offer permanency.

Generous benefits include health, dental, and vision insurance, various retirement program options, paid family leave and/or parental leaves, flexible spending and dependent care accounts, long term disability and tuition reimbursement.

SUNYCortland prioritizes work-life balance and well-being in all forms. The university's state-of-the-art Student Life Center is free for employees to use, with membership options for families. Alternate work schedules are available with a supervisor's approval.

Professional development opportunities exist through training, continuing education programs, tuition reimbursement and conference travel, based on funding.

Cortland County and surrounding areas offer easy access to arts, entertainment, outdoor recreation and much more. Experience Cortland dives deep into the region's offerings.

Major Responsibilities - Administrative & Office Support

Schedule meetings, maintain calendars, and provide administrative support for the Business Office and the Assistant Vice President for Finance.

Serve as primary administrative support for the Business Office, including tracking and ordering equipment, supply management, travel arrangements, work orders for office repairs, and general office operations.

Respond to phone and email inquiries, demonstrating effective communication and strong customer service skills.

Retrieve, sort, and route office mail. Research check origins and properly route received checks.

Procurement, Purchasing & Financial Transactions

Process purchases and reconciliation using procurement cards, following all procurement card rules and security requirements.

Serve as backup for processing cash, allocation journals, and expense journals.

Process monthly campus recharges, such as computers, software, mail, print services, central stores, transportation, and other chargebacks.

Receive and process miscellaneous payments and prepare journal transfers as needed.

Perform monthly audits of journals in the Finance & Management System to ensure OnBase backup is complete.

Contract, Compliance, and Program Administration

Serve as campus administrator for the university cell phone contract, including billing review, spreadsheet tracking, purchase order (PO) coordination, and invoice routing.

Collect payments from cell tower leases and deposit into correct accounts.

Coordinate with departments to track Clinical Affiliation Program placements and maintain a comprehensive reporting schedule for SUNY submission.

Assist with maintaining Property Control retention schedules.

Budget, Accounting & Personnel Support

Provide secondary administrative support for budget operations by executing allocation adjustments for Minor Construction/Rehabilitation accounts.

Review payroll folders to ensure new hires are charged to the correct budget accounts.

Develop and maintain comprehensive standard operating procedures to ensure procedural clarity for the position.

Collect and organize secondary sources for performance programs and evaluations to facilitate supervisory review.

Operational & Support Activities

Manage scheduling of 3rd floor (primary) and 4th floor (backup) Miller Building conference rooms.

Act as secondary support for the Administrative Assistant 1 for Purchasing and Accounts Payable, ensuring operational continuity by executing purchase orders, year-end liquidations, and SUNY system processing during primary staff absences.

Provide administrative support for campus search committees as needed.

Coordinate and oversee office event planning for retreats, luncheons, or other occasions.

Attend professional development programs, including diversity, equity, and inclusion training.

Act as secondary support to the Administrative Assistant 2 for the Vice President for Finance and Management.

Functional and Supervisory Relationships - Reports to Assistant Vice President for Finance

Works closely with: Budget Office, Purchasing & Accounts Payable, Property Control & Print Services, College Accountant, Vice President for Finance and Management Office, Campus departments submitting purchases, travel, recharges, or cell phone activity

Required Qualifications - Appointment to this position could be a permanent competitive appointment or a permanent non-competitive appointment.

1. Permanent Competitive Appointment Options:

Eligible List Appointment: Candidates must be reachable on the Civil Service eligible list for this title. If you are on the Civil Service eligible list for this title, you may receive a canvass letter via email. You must record your response via NY.gov and follow instructions in the canvass email.

Section 70.1 Transfer to Administrative Assistant 1, SG 11: Candidates must have one year of permanent competitive or 55b/c 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 through the NYSCSEA Partnership website.

Section 70.1 Transfer to Administrative Assistant Trainee 1, SG 8: Candidates must have one year of permanent competitive or 55b/c service in a title SG-06 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.

Section 70.1 Transfer to Administrative Assistant Trainee 2, SG 10: Candidates must have one year of permanent competitive or 55b/c 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:

For information regarding the Administrative Assistant Traineeship mandatory and elective coursework, please visit the NYS&CSEA Partnership website:

Candidates appointed at the trainee level will be required to successfully complete the traineeship to advance to the full performance level title and salary.

$40,391 (Trainee 1- NS equated to SG-8)

$45,081 (Trainee 2- NS equated to SG-10)

$47,695 (Full Performance level SG-11)

2. Non-Competitive Appointment Option: This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NYHELPS).

For the duration of the NYHELPS 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), employees hired under NYHELPS will have their non-competitive status converted to competitive status, without having to compete in an examination. While serving permanently in a NYHELPS title, employees may take part in any promotion examination for which they are qualified.

NON-COMPETITIVE QUALIFICATIONS - To be considered for appointment through NYHELPS, or 55 b/c, candidates must meet the open-competitive minimum qualifications for this position. This position may be designated 55 b/c and is subject to verification of applicant eligibility.

The qualifications are:

Administrative Assistant Trainee 1 (NS Salary Grade 8 $40,391): 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. Upon satisfactory completion