Position Information

NY HELPYes

AgencySUNY Cortland

TitleAdministrative Assistant 1, Purchasing and Accounts Payable (NY HELPS)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $40391 to $47695 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

Location

County Cortland

Street Address Graham Ave

City Cortland

StateNY

Zip Code13045

Job Specifics

Duties Description Position Summary:
The Administrative Assistant 1 provides administrative and operational support to the Purchasing and Accounts Payable Office. This position serves as a primary resource for campus departments, vendors, and external stakeholders by providing guidance on procurement policies, procedures, and systems. This position is responsible for processing purchasing transactions, maintaining procurement records, supporting departmental purchasing activities, and ensuring compliance with SUNY and New York State requirements. The position supports customer service, budget management, and office operations, while contributing to a collaborative and inclusive campus environment.

Hours for this position are 8:00 a.m. to 4:30 p.m. Monday through Friday

Salary $40,391-$47,695

Watch to learn more about careers at SUNY Cortland:
https://www.youtube.com/watch?v=98njPbVKNFY

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.

• SUNY Cortland 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
Procurement and Purchasing Operations
• Process purchase orders, change notices, and related procurement transactions utilizing SUNY web applications, the campus e-procurement system, and OnBase.
• Procure technology equipment and related items through approved online vendors and procurement channels.
• Complete vendor credit applications as required to facilitate purchasing transactions.
• Prepare and submit tax-exempt forms for vendor records and purchasing purposes.
• Perform procurement card (P-Card) purchases on behalf of campus departments when necessary and ensure compliance with purchasing guidelines.
• Reconcile procurement card statements and maintain required supporting documentation.

Customer Service and Campus Support
• Serve as the primary point of contact for the Purchasing and Accounts Payable Office.
• Provide guidance and assistance to faculty, staff, and vendors regarding procurement rules, regulations, policies, and processes.
• Assist campus users with the electronic procurement system and related purchasing applications.
• Respond to vendor inquiries and assist vendors with maintaining information within the New York State Financial System (SFS).
• Answer questions related to rental car accounts and procurement procedures.
• Assist campus departments with vendor creation and maintenance in Red Dragon Depot and the New York State Financial System.

Budget Monitoring and Financial Support
• Oversee Central Stores supply purchasing activities.
• Monitor Central Stores expenditures and provide budget oversight.
• Reconcile purchases against operating budgets to ensure fiscal responsibility and accuracy.
• Prepare and distribute Central Stores reports to the Business Office for departmental recharge processing.

Records Management and Compliance
• Scan, index, and maintain procurement-related documents within OnBase.
• Ensure procurement records are maintained in accordance with New York State audit and record-retention requirements.
• Maintain organized and accurate purchasing files and documentation to support audit readiness and compliance.

Systems Administration and Office Operations
• Act as backup to the Business Office AA1 to collect, sort, date-stamp, prioritize, and distribute incoming Purchasing and Accounts Payable mail.
• Act as a backup administrator and trainer for the Red Dragon Depot electronic procurement system.
• Assist with system-related support and training activities as assigned.
• Support office operations by assisting other Business Office/Purchasing and Accounts Payable staff during absences, peak workloads, and special projects.
• Attend professional development programs, including diversity, equity & inclusion training.

Minimum 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 NYS CSEA 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: https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm

For information regarding the Administrative Assistant Traineeship mandatory and elective coursework, please visit the NYS & CSEA Partnership website: https://nyscseapartnership.org/administrative-assistant-traineeship

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 (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 (within one year of permanent appointment), employees hired under NY HELPS will have their non-competitive status converted to competitive status, without having to compete in an examination. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

NON-COMPETITIVE QUALIFICATIONS- To be considered for appointment through NY HELPS, 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 of all mandatory core coursework as a Trainee 1, you will automatically advance to Trainee 2.

Administrative Assistant Trainee 2 (NS Salary Grade 10 $45,081):
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. Upon satisfactory completion of all mandatory and elective core coursework, you will advance to the full level of this title without further examination.

Administrative Assistant 1, Salary Grade 11 $47,695:
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. You must also complete all mandatory and elective core coursework.

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

Preferred Qualifications
• Experience in purchasing or business services.
• Experience with SUNY systems (e.g., FMS, OnBase, BI, procurement systems).
• Strong customer service background.
• Experience handling confidential information.

Knowledge, Skills & Abilities
• Strong written and verbal communication skills.
• Excellent attention to detail and accuracy.
• Ability to manage multiple tasks and deadlines.
• Strong organizational and record-keeping skills.
• Ability to work independently and as part of a team.
• Problem-solving and critical-thinking skills.
• Ability to use Microsoft Office, spreadsheets, and data-entry systems.

Additional Comments The State University of New York at Cortland is an Affirmative Action/Equal Employment Opportunity/Americans with Disabilities Act (AA/EEO/ADA) employer. The university actively seeks applications from women, veterans, individuals with a disability, members of underrepresented groups or anyone that would enrich the diversity of the university.

SUNY Cortland employment offers eligibility for the Public Student Loan Forgiveness Program (PSLF). The PSLF Program forgives the remaining balance on Direct Loans after 120 qualifying monthly payments have been made under a qualifying repayment plan while working full-time for a qualifying employer. For more information and to see if you qualify, visit https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service.

Some positions may require additional credentials or a background check to verify your identity.

How to Apply

Name BillieJo Harris

Telephone 607-753-2146

Fax

Email Address billiejo.harris@cortland.edu

Address

Street Graham Ave

City Cortland

State NY

Zip Code 13045

 

Notes on ApplyingSubmit an online employment application at https://jobs.cortland.edu/postings/11485.
For more information or if you need assistance with the online application process, please contact the Human Resources Office, ext. 2302.