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Review Vacancy

Date Posted 04/10/18

Applications Due04/25/18

Vacancy ID51326

AgencySUNY Brockport

TitleSecretary 1

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $40324 to $40324 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5


From 8 AM

To 4 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Monroe

Street Address 350 New Campus Drive

City Brockport


Zip Code14420

Minimum Qualifications Candidates must have permanent appointment in an Secretary 1, SG 11, NY State classified position (or be eligible for transfer) or be reachable for appointment on the current NY State Civil Service eligible list for Secretary 1, Full Time - Brockport location.

Duties Description Position Summary:

Collaborates with the director, coordinators, and office assistants to provide secretarial and administrative support to the Field Experience Offices in the Professional Education Unit. Works as a team and independently, to communicate with faculty, staff, teacher candidates, and school district personnel. Coordinates events and meetings. Organizes material and maintains records, including the Field Experience Office website and database.

Essential Functions:

•Sends placement confirmations to students, school-based teacher educators, and college supervisors.
•Prepares written and electronic material using an Access database, Microsoft Word, Excel, PowerPoint, Mach Forms, mail merges, etc.
•Creates, edits and disseminates weekly newsletters for students, faculty and staff.
•Updates website regularly.
•Creates, updates, and exports Mach Form materials.
•Updates all letters, forms, time logs, and digital handbooks.

•Prepares for seminar meetings, class visits, Australia webinars, and partnership work by arranging rooms, parking, food service, materials, agendas, signage, lists and packet materials.
•Updates field experience placement applications and procedures for receiving/reconciling them.
•Coordinates processes for candidates requesting two placements in one semester, applications for placements in Australia, and student teaching registration.

•Keeps detailed process folders, lists and tables of monthly duties, progress sheets for events, calendars for each semester, budget spreadsheets and website updates.
•Keeps track of and orders supplies; processes stipends and tuition waiver requests, travel arrangements, reimbursements, and appointment forms in a timely manner.

Records Maintenance:
•Purges files regularly in accordance to state/college guidelines.
•Maintains completed budget records; tracks on BI; reconciles P-card VISA statements.
•Monitors work-study allocations and spending.
•Uses an extensive Access database to record and track teacher candidate placements, SBTE, college supervisor and school district information.
•Audits database records and assessments for ELL, OPI and high needs requirements; and follows up on the same.
•Archives database records each year.
•Collect time logs and records hours.

•Assists the Director (direct supervisor) and Coordinator for Field Experience in all aspects of field experience placements, notifications, events, and communication.
•Advertises, hires, trains, and supervises work-study students and temporary service students.
•Assists with hiring and training the Office Assistant 1.

Non-Essential Functions:
•Opens mail, replies to emails and phone calls, attends staff meetings, assists at events, communicates deadlines to candidates, and schedules work-study student hours.

Preferred Qualifications:
•Experience with websites and Business Intelligence (state budgeting system).
•Familiarity with the education program at Brockport.
•Experience working with Banner.
•Proficient with Microsoft Word, Outlook, Access, Excel, MachForms.
•Excellent knowledge of proper grammatical usage, punctuation and spelling.
•Ability to work independently and with a team.

Working Environment:

Work location is the AW Brown building, which is undergoing extensive renovations during the 2017-2018 year.

Additional Comments How to apply:
Please submit your Canvass Letter by U.S. Mail and apply on-line to include a cover letter, resume and three professional references at by April 25, 2018.

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

Name Gloria Lear

Telephone 585-395-5938


Email Address


Street 350 New Campus Drive

City Brockport

State NY

Zip Code 14420


Notes on ApplyingHow to apply:
Please submit your Canvass Letter by U.S. Mail and apply on-line to include a cover letter, resume and three professional references at by April 25, 2018.

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