Review Vacancy
TitleAdministrative Assistant 1, SG 11 or Admin Asst. Trainee 1, SG 8 or SG 9* College and Student Accounting Services
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $34831 to $41130 Annually
Minimum Qualifications 1) For AA 1, SG 11 title, you must hold or have held the title of Administrative Assistant 1 (formerly Secretary 1) or be reachable on the full-time NYS Civil Service list and respond to canvass letter that will be sent to people on the eligible list.
2) For AA1 Trainee, SG 8, you must be reachable on an appropriate eligible list or eligible to transfer and, if transferring from a non-keyboarding title, proof of passing a keyboarding test. (EX- OA 1, OA 2, OA 3, and Library Clerk 2 & 3 titles) Transfer eligibility requires that you have served 1 full year in your current title.
*If you are currently in a SG 9 title, you will enter the Trainee 1 position at your current SG 9 salary.
Duties Description Summary: Function as secretarial support for Director. Duties to include written and telephone correspondence, maintenance of calendar and appointments, processing of vouchers, purchase orders, and expense reimbursements. Set up meetings. Record and type meeting minutes for distribution. Organize files and correspondence. Perform record retention activities. Dispose of outdated reports as necessary.
Major Responsibilities: Prepare oral and written communications to other departments, agencies, students and parents. Maintain knowledge of all Banner functions as they pertain to Student Accounts office function. Have functional knowledge of relevant Federal, State and institutional policies.
Review residency report, send residency letters and applications for the Director, and act as primary point of contact with students and parents.
Evaluate accounts for students who have withdrawn and perform complicated refund calculations, and compare these refunds as calculated by Banner to SUNY rules. Make appropriate adjusting entries upon receipt of documentation in support of same. Recommend further action with other departments when necessary. Collect data on student withdrawals, class attendance, meetings with deans, faculty members, financial aid counselors, or judicial affairs information necessary for processing withdrawal calculations. Be able to converse with students and parents to impart why or how a policy or procedure we are required to follow has affected their situation.
Monitor returned checks reporting. Make required adjustments to accounts and send “special” bills to students as required.
Monitor daily IRS Form 8300 reports. Complete and mail required forms and notifications within IRS deadlines.
Monitor the Bursar e-mail account and reply as necessary.
Share in the responsibilities of front counter work. This includes, but is not limited to, answering student, parent, or staff inquiries; posting payments, parking tickets, and deposits received at the counter and through the mail in an efficient and accurate fashion; distributing financial aid refund checks; balancing and closing a cashier drawer and credit card machine daily.
Equally share telephone duties by answering all inquiries from parents, students, and third parties in a professional, costumer friendly, and efficient manner. This may involve handling difficult or volatile customers and, at times, requires strong diplomacy skills. Often, negotiation skills are required to construct arrangements that are mutually acceptable to ours and the student’s needs, yet abide with SUNY policy. Also, assist with “reminder” phone calls to students prior to payment and de-registration deadlines.
Operate, navigate, analyze, and explain (as needed) all relevant Banner student account, financial aid, registration, general student, general ledger, finance, and admission screens as they pertain to Student Accounts. Acquire familiarity with federal, state, and college policies and regulations with regard to student registration, financial aid, payment, attendance, and withdrawal and be able to interpret whether these policies and regulations have been followed. Prepare correspondence to students and parents as necessary.
Directly and promptly notify Director or the Assistant Director of any and all job-related concerns, unusual activity, and scheduling issues. Exercise independent judgment and demonstrate ability to work successfully in a team or self-directed environment.
Comply with all office, college, state, and federal regulations, with particular attention being paid to FERPA and other privacy regulations.
Some positions may require additional credentials or a background check to verify your identity.