Review Vacancy
TitleOffice Assistant 2 (Calculations) Institutional Advancement
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $42641 to $42641 Annually
Duties Description Summary: Full-time position with the Cortland College Foundation. The position combines data entry and secretarial work. The position requires great attention to detail, accuracy in working with numbers, possessing good organizational skills and being proficient in the use of Word and Excel. The candidate should also possess excellent communication skills.
Major Responsibilities:
Clerical and Administrative Support
• Respond to questions concerning the operation of the department.
• Provide written and verbal responses to constituents.
• Provide secretarial support to the Director of Advancement Financial Services and the Director of Annual Giving.
• Create, proofread, review and correct correspondence, documents, records and other written material. Review for accuracy and make appropriate corrections. This includes agenda preparation, minute taking, and preparing mail merges.
• Answer office phone and take messages as necessary.
• Establish new endowment files by coding and numbering forms, creating folders, and compiling relevant materials.
• Coordinate arrangements for meetings, arrange for rooms, and ensure appropriate materials and equipment are available.
• Act as backup for other office staff and assist with other duties as assigned.
Data Entry and Reporting
• Input data, including daily processing of gifts; multi-pay as well as traditional credit card gift processing.
• Prepare weekly accounts payable disbursements using database software as well as payment processing through the state purchase order and procurement card systems.
• Perform mathematical operations; create spreadsheets and use calculators.
• Maintain the department check register.
• Purchase and maintain office supplies and inventory for Annual Giving giveaways.
• Assist the Assistant Director of Advancement Financial Services with spreadsheet maintenance and cost analysis.
• Compile monthly documents in preparation of year-end audits.
• Maintain the faculty/staff pledge detail in the constituent database.
• Review gift and pledge forms and make appropriate determinations.
• Gather, compile and prepare data from manual or automated files and other sources for reports, records and correspondence.
Preferred Qualifications:
• Understanding of university operations, particularly in finance and administration.
• Experience with fund management, such as grants, scholarships, or departmental accounts.
Minimum Qualifications 1. Permanent Competitive Appointment Options:
You must hold or have held the title of Office Assistant 2 (Calculations) on a permanent basis or be reachable on the full-time NYS Civil Service list and respond to a canvass letter that will be sent to people on the eligible list. You may also qualify if you are permanent in one of the other Office Assistant 2 titles, Library Clerk 2 or Administrative Assistant 1. If you hold one of these titles, you must also pass the Civil Service typing test, which can be administered in the Human Resources Office.
Section 70.1 Transfer: Candidates must have one year of permanent competitive or 55b/c service in one of the following titles: Administrative Assistant 1 series, Office Assistant 2 series, Library Assistant 1 and/or Payroll Assistant.
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 minimum qualifications for this title are:
One year of experience where most work time is spent performing mathematical operations, and/or clerical activities related to mathematical operations.
Additional Comments For more information on how you could qualify for this position, contact the Lorie Breed at lorie.breed@cotland.edu
Some positions may require additional credentials or a background check to verify your identity.