Position Information

NY HELPYes

AgencySUNY Cortland

TitleAdministrative Assistant 1, Budget Office (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 comprehensive administrative support to the Business Office, including Budget, Purchasing & Accounts Payable, and Property Control & Print Services. The position ensures an efficient office by managing complex procurement tasks, financial reconciliations, and diverse administrative workflows. This position maintains institutional continuity by overseeing compliance-based reporting, coordinating campus-wide services, and providing essential cross-functional support for key financial and executive personnel.

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

Salary: $40,391-$47,695 dependent upon experience.

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. SUNY Cortland’s Child Care Center welcomes the children of employees and community members, as space allows. 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:
Administrative & Office Support
• Schedule meetings, maintain calendars, and provide administrative support for the Business Office and the Assistant Vice President for Finance.
• Serve as primary administrative support for the Business Office, including tracking and ordering equipment, supply management, travel arrangements, work orders for office repairs, and general office operations.
• Respond to phone and email inquiries, demonstrating effective communication and strong customer service skills.
• Retrieve, sort, and route office mail. Research check origins and properly route received checks.

Procurement, Purchasing & Financial Transactions
• Process purchases and reconciliation using procurement cards, following all procurement card rules and security requirements.
• Serve as backup for processing cash, allocation journals, and expense journals.
• Process monthly campus recharges, such as computers, software, mail, print services, central stores, transportation, and other chargebacks.
• Receive and process miscellaneous payments and prepare journal transfers as needed.
• Perform monthly audits of journals in the Finance & Management System to ensure OnBase backup is complete.

Contract, Compliance, and Program Administration
• Serve as campus administrator for the university cell phone contract, including billing review, spreadsheet tracking, purchase order (PO) coordination, and invoice routing.
• Collect payments from cell tower leases and deposit into correct accounts.
• Coordinate with departments to track Clinical Affiliation Program placements and maintain a comprehensive reporting schedule for SUNY submission.
• Assist with maintaining Property Control retention schedules.

Budget, Accounting & Personnel Support
• Provide secondary administrative support for budget operations by executing allocation adjustments for Minor Construction/Rehabilitation accounts.
• Review payroll folders to ensure new hires are charged to the correct budget accounts.
• Develop and maintain comprehensive standard operating procedures to ensure procedural clarity for the position.
• Collect and organize secondary sources for performance programs and evaluations to facilitate supervisory review.

Operational & Support Activities
• Manage scheduling of 3rd floor (primary) and 4th floor (backup) Miller Building conference rooms.
• Act as secondary support for the Administrative Assistant 1 for Purchasing and Accounts Payable, ensuring operational continuity by executing purchase orders, year-end liquidations, and SUNY system processing during primary staff absences.
• Provide administrative support for campus search committees as needed.
• Coordinate and oversee office event planning for retreats, luncheons, or other occasions.
• Attend professional development programs, including diversity, equity, and inclusion training.
• Act as secondary support to the Administrative Assistant 2 for the Vice President for Finance and Management.

Knowledge, Skills & Abilities:
• Effective written and verbal communication skills.
• Attention to detail, with a focus on accuracy and consistency when processing and reviewing information.
• Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.
• Strong organizational and record-keeping skills, with the ability to maintain accurate and accessible files.
• Ability to work independently and as part of a team.
• Problem-solving and critical-thinking skills to identify issues.
• Proficiency to use Microsoft Office, spreadsheets, and data-entry systems.

SUNY Cortland:
A top public university of approximately 6,600 students located in the geographic center of New York State, SUNY Cortland provides accessible, affordable education to students from across the U.S. body. One of 13 comprehensive universities in the State University of New York system, SUNY Cortland prides itself on its rigorous undergraduate and graduate programs in the liberal arts, sciences, education, and professional studies. For more than 150 years, SUNY Cortland has provided unmistakable value for students seeking a well-rounded academic, athletic, and social experience. The University ranks among the top campuses in the nation on Money magazine’s “Best Colleges for Your Money List,” fields a powerhouse Division III athletics program and boasts an impressive network of alumni making a difference in education, business, government, fitness, medicine and many other fields.

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

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/11241. For more information or if you need assistance with the online application process, please contact the Human Resources Office, ext. 2302.