Office Assistant 2 (NY HELPS)

Job Description:

Campus Title : Office Assistant 2

Budget Title : Office Assistant 2


Unit : CSEA

Professional Rank and Salary Range: Grade 9 - $42,641

Duration : Calendar Year (this position works year-round); 8:30am-5pm (Summer Hours: 8am-4pm -ending August 12th)

*This position is located in Syracuse, NY (Syracuse Educational Opportunity Center)

POSITION SUMMARY

Under the direct supervision of the Associate Executive Director, the Office Assistant 2 performs clerical and financial support functions for the Syracuse Educational Opportunity Center. The incumbent assists with financial recordkeeping, grant-related calculations and reporting, procurement processing, and general administrative tasks. The position requires working knowledge of applicable State and SUNY procedures, the ability to apply established guidelines independently, and the capacity to assist in coordinating work with other staff as directed.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Clerical Supervision and Work Coordination

• Assist in assigning and reviewing the work of lower-level Office Assistant staff as directed; ensure assignments are completed accurately and on time.
• Provide on-the-job guidance to lower-level staff on agency procedures, recordkeeping standards, and software systems.
• Assist with performance documentation for lower-level staff as directed by the supervisor; refer personnel matters to the Associate Executive Director and Human Resources.
• Assist with scheduling work hours and coverage as directed to maintain efficient office operations.
• Communicate policy updates and procedural changes to clerical staff as directed by supervisory personnel.

Financial Recordkeeping and Grant Support

• Compile data and assist in preparing financial and programmatic reports for federal, state, and foundation grants in accordance with established formats and deadlines.
• Track and record expenditures against approved grant budgets; identify and report variances to the supervisor in a timely manner.
• Perform account reconciliations with control ledgers and bank statements; compile supporting documentation for audits and compliance reviews as directed.
• Assist with budget monitoring for grant programs; process vouchers, requisitions, and payment records per SUNY policy and as directed by the supervisor.
• Maintain organized financial records and files; assist in gathering documentation during audit preparation as directed.

Academic and Faculty Administrative Support

• Assist in coordinating administrative communications between the Business Office and instructional faculty regarding scheduling, course materials, and related matters.
• Process faculty-related administrative transactions including payroll documentation, appointment forms, and personnel records in coordination with HR as directed.
• Assist with the procurement and timely delivery of textbooks, instructional materials, and classroom supplies in accordance with faculty and program director requests.
• Assist with academic scheduling by maintaining course calendars, recording enrollment data, and preparing related reports as directed.
• Assist with preparation and distribution of syllabi, program materials, and student-facing communications as directed by academic staff.
• Assist with logistics for academic events, faculty meetings, and professional development sessions including venue arrangements, materials preparation, and attendance tracking.

Contract and Agreement Support

• Assist with preparation, review, and maintenance of contracts, grants, and agreements; monitor compliance with reporting deadlines and requirements.
• Maintain complete and organized contract files including correspondence, amendments, and supporting documentation.
• Assist with contract renewals and amendments as directed; communicate with vendors, contractors, and external partners on routine contract matters.

Procurement and Inventory

• Research vendors, obtain quotes, and assist with the procurement of educational materials, office supplies, and program resources in accordance with established procedures.
• Process purchase orders and requisitions in accordance with SUNY procurement policies and procedures.
• Maintain inventory tracking records and advise the supervisor of reorder needs to prevent operational shortages.

Event and Scheduling Support

• Assist in planning and coordinating organizational events including student seminars, faculty meetings, professional development sessions, and community outreach activities as directed.
• Assist with event logistics including venue arrangements, catering, audiovisual needs, registration, and on-site coordination.
• Maintain the organizational master calendar; assist in scheduling meetings for senior leadership and cross-departmental teams as requested.

General Administrative Duties

• Respond to questions from staff, students, and faculty concerning the operation of the unit and applicable procedures; refer complex matters to the supervisor as appropriate.
• Maintain confidential files and records in compliance with applicable State and SUNY regulations.
• Prepare correspondence, reports, and presentations for leadership.
• Respond to inquiries from staff, students, faculty, and external parties; resolve routine operational issues within established guidelines and escalate non-routine matters to the supervisor.
• Support special projects as assigned by the Associate Executive Director or Director of Business Office.

Requirements:

MINIMUM QUALIFICATIONS

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

Non-competitive (NY HELPS):

• One year of clerical experience

OR

Competitive (NON-NY HELPS):

• Reachable on an appropriate eligible list and / or be a current state employee eligible for transfer or reassignment. OR
• Reinstatement Requirement: Be a former NYS employee eligible for reinstatement to the title. OR
• May be filled from a mandatory reemployment list if one is in effect at the time of appointment.

PREFERRED QUALIFICATIONS

• Experience in an educational, non-profit, or State government environment.
• Some experience with financial recordkeeping, grant reporting support, or clerical work related to contracts or procurement.
• Proficiency in Microsoft Excel, Word, and related financial or database systems.
• Familiarity with SUNY procurement policies and academic program administration.
• Strong organizational and written communication skills.

Additional Information:

SUNY Morrisville is committed to creating a vibrant community enriched by diverse perspectives, talents and experiences, and prohibits discrimination in employment based on gender, race, ethnicity, nationality, physical capability, age, creed, sexual identity, veteran status, and economic means. We encourage applications from candidates who share this commitment and will contribute to the diversity of our college community. AA/EEO/ADA

In accordance with the "Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act" institutions of higher education are required to prepare an annual report containing information on campus security policies and campus statistics. This report includes statistics for the previous three years concerning reported crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by SUNY Morrisville; and on property within, or immediately adjacent to and accessible from the campus. The report also includes institutional policies concerning campus security, such as policies concerning sexual assault, and other matters. You can obtain a printed copy of this report by contacting SUNY Morrisville University Police at View phone number on click.appcast.io, Office of Student Rights and Responsibilities at (3



Application Instructions:

Application Deadline: Although applications will be accepted until the position is filled, candidates should submit their application as soon as possible, to assure optimal consideration.

Application Procedure: Applicants must submit all required materials directly through the online job application posting.


Application Materials: Please provide Cover Letter, Resume, and at least three employment references (we will not contact references without prior permission).