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Review Vacancy

Date Posted 02/27/24

Applications Due03/08/24

Vacancy ID152254

NY HELPNo

AgencyUniversity at Albany

TitleAdministrative Assistant 1; Trainee 1 & 2 (NY HELPS)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $44957 to $55093 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Other (see below)

"Other" Explanation Academic Year: 8:30am-4:30PM<br />Summer: 8:00am-4:00pm

Hours Per Week 37.5

Workday

From 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County New York

Street Address University at Albany (Office of the Provost and Vice President for Academic Affairs)

City Albany

StateNY

Zip Code12222

Minimum Qualifications 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 maybe 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 this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.

At a future date (within one year of permanent appointment), 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 a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

NON-COMPETITIVE MINIMUM QUALIFICATIONS (NY HELPS):

Administrative Assistant Trainee 1 (Non-Statutory Equated Salary Grade 8) 2 YEAR Traineeship / coursework requirements:
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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.

Administrative Assistant Trainee 2 (Equated Grade 10) 1 YEAR Traineeship / coursework requirements:
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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.

Administrative Assistant 1, (Salary Grade 11) NO Traineeship / no coursework requirements:
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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.

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.

*Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was awarded by an educational institution outside the United States or its territories, you must provide independent verification of equivalency. This information can be found at http://www.cs.ny.gov/jobseeker/degrees.cfm. Candidates are responsible for the evaluation fee.

COMPETITIVE MINIMUM QUALIFICATIONS (NON-NY HELPS):

Administrative Assistant 1, SG-11:

Successful completion of 52 weeks of service as an Administrative Assistant Trainee 2 and completion of the four core administrative support courses AND completion of the four elective administrative support courses, as designated by the agency OR

Reachable on an appropriate eligible list and / or eligible to transfer and successful completion of the four core administrative support courses AND completion of four elective administrative support courses, as designated by the agency. Proof of passing a keyboarding test will be required for those who have not previously served in a keyboarding title or have not yet taken a keyboarding test. OR

Have a current permanent appointment with 1 year of service as an Administrative Assistant 1 OR

Be a former state employee eligible for reinstatement consideration (previous permanent service in the Secretary 1 title eligible for reinstatement to the title of Administrative Assistant 1; previous permanent service in other qualifying titles requires completion of core and / or elective administrative competency coursework prior to appointment above Trainee level 1). Proof of passing a keyboarding test will be required for those who have not previously served in a keyboarding title or have not yet taken a keyboarding test.

Administrative Assistant Trainee Level 1, Equated Salary Grade 8: 2 Year Traineeship leading to SG-11

Reachable on an appropriate eligible list and / or be a current state employee eligible to transfer to the grade 8 traineeship AND, if transferring from a non-keyboarding title, proof of passing a keyboarding test.

Administrative Assistant Trainee Level 2, Equated Salary Grade 10: 1 Year Traineeship leading to SG-11

Successful completion of 52 weeks of service as an Administrative Assistant Trainee 1 AND completion of the four core administrative support courses; OR Reachable on an appropriate eligible list or eligible to transfer AND completion of the four core administrative support courses and, if transferring from a non-keyboarding title, proof of passing a keyboarding test.

May be filled from a mandatory reemployment list if one is in effect at the time of appointment.

Any resumes received that do not meet the above requirements as described will be deemed unqualified.

Duties Description OVERVIEW

The main objective of the Administrative Assistant 1 position is to provide receptionist and administrative/clerical support to the professional staff in the Provost Office. The incumbent will be expected to exercise a high and consistent degree of customer service when responding to telephone, email and walk-in requests. The ability to multi-task under pressure, maintain confidentiality and work in an organized manner while maintaining a professional and amiable manner is required of this position. The incumbent will be familiar with University resources and will be expected to refer inquiries appropriately.

The Administrative Assistant 1 reports directly to the Chief of Staff and Associate Vice President for Academic Affairs. This position assists with managing work study students and student assistants in the office. The incumbent will have working knowledge of Microsoft Office software used for word processing, spreadsheet development, database management, MS Outlook and PeopleSoft operations.

A. DUTIES AND RESPONSIBILITIES

RECEPTIONIST AND OFFICE DUTIES
• Answer phones, greet and assist walk-in guests, answer routine email inquiries
• Keep track of in-person and virtual meetings scheduled for professional staff and, if in-person, notify staff when individuals have arrived for their appointment
• Be knowledgeable of office and University resources and refer inquiries as appropriate
• Monitor office supplies and place supply orders as needed; notify office staff when supply orders will be submitted and ask if staff need special supplies
• Order supplies and other items using the procurement card (p-card) as requested; reconcile p-card monthly and keep backup documentation as required
• Order letterhead, envelopes and business cards using Rapid Copy or the Dupli on-line ordering system
• Conduct Office Opening/Closing procedures as required i.e. forward phones, ensure offices are locked, key inventory, etc.
• Update Office hour signs as needed including making signs when office will be closed for holidays and other reasons. This includes coordinating with Communication Manager to have the office website(s) updated to reflect these changes, as appropriate
• Prepare outgoing mail on a daily basis (as needed); ensure that incoming mail is sorted when received

ADMINISTRATIVE SUPPORT
• Maintain professional staff calendars and schedule appointments using MS Outlook as requested
• Operate equipment (fax, copy machine, scanner and computer) to produce correspondence, reports and other documents and serve as liaison with the equipment vendors
• Serve as the liaison with the photocopier vendor including arranging the annual service contract, and contacting the vendor when service is required and submitting usage count totals on a regular basis
• Compose or draft letters and other general correspondence for professional staff as requested and put letters in final copy format.
• Provide administrative support for Provost Staff, including setting up meetings, schedule rooms for meetings in EMS, and working with catering for any required support
• Provide administrative support for annual processes including awards and other nominations. Email faculty and staff of program announcements and deadlines and send deadline reminders approximately one week prior to each deadline
• Fully utilize computer software systems and packages to ensure accuracy in setting up and maintaining databases, merging documents, running queries and all other updating as needed by the Provost Office
• Assist in managing and updating various shared calendars
• Take initiative to streamline day-to-day work requests; resolve operational challenges; organize, expedite and follow-up on tasks by appropriate deadlines; maintain all records in an organized and secure manner
• Compose, type, and distribute meeting notes/minutes, correspondence, and reports. Proofread correspondence prepared by others to check for correct spelling and proper grammar, ensure that office format policies are followed, and recommend revisions
• Make travel arrangements for staff. Create and/or submit travel approval forms and expense reports for staff
• Assist with announcements for the UUP Individual Development Awards applications each year
• Assist with making travel arrangements for Provost Office staff
• Maintain the supply cabinet and order supplies as needed

FACILITIES SUPPORT
• Submit work orders for facilities issues in the Provost’s Office
• Assist in tracking facilities, furniture, and equipment assigned to the Provost Office
• Maintain Provost Office Equipment Inventory records
• Maintain all office keys and ensure keys are returned and secured on a daily basis
• Arrange new telephone number and/or provide user information to Telecommunications when staff changes occur

EVENT SUPPORT
• Assist with planning, production, set-up and tear-down of events such as the New Faculty Orientation, special meetings/retreats/ceremonies, and other events as they arise
• Create and disseminate invitations to Provost led events; track replies and attendance
• Coordinate catering for events and other meetings. Order refreshments from campus catering office. Ensure items are delivered in correct quantities, and set-up corresponds to submitted request for events that fall within regular working hours. Contact a representative from the campus catering office immediately for questions and issues related to orders
• Assist with the coordination of University-wide events such as UAlbany Showcase and others as they arise
• Take photos at, or book photographer for, events as requested. Update the University Events Calendar and Provost Office Administrative Calendar with event information.

PROFESSIONAL DEVELOPMENT
• As appropriate, and in consultation with supervisor, attend EAP, CSEA, ITS, PeopleSoft and other professional development related opportunities, workshops and training sessions as available

• Show initiative in learning new office procedures and tasks pertinent to job responsibilities

Additional Comments To apply for this position, go to the following link: https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=173043
Federal law and regulations require notice to all prospective employees regarding crimes that have occurred on campus in the current three year period. Please refer to the following website for the complete Annual Security Report (“Clery Report”): http://police.albany.edu/ASR.shtml

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

Name Office of Human Resources

Telephone 518-437-4700

Fax 518-437-4731

Email Address classifiedjobs@albany.edu

Address

Street University at Albany

1400 Washington Avenue, UAB 300

City Albany

State NY

Zip Code 12222

 

Notes on Applyinghttps://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=173043

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