OFFICE ASSISTANT 2

Position Details

Position Information

Budget Title
OFFICE ASSISTANT 2

Campus Title
OFFICE ASSISTANT 2

School/Division
Finance and Management, Division of

Department
Purchasing and Accounts Payable Office

Staff Sub-Type
Staff & Administration

Salary Level
SG009

Salary Range

Position Effort
Full-Time

If Part-Time, enter FTE:

Is this a temporary position?
No

If Temporary, enter End Date:

Position Summary

Provide complicated clerical/administrative, customer and office support to the Purchasing and Accounts Payable Office by ensuring payments are complete and expenses are controlled.

Major Responsibilities

Administrative/Customer Support

• Resolve work problems by investigating and responding to problems arising from phone calls, mail, e-mail and voice mail messages from vendors, departments, etc. related to accounts payable services.
• Respond to questions regarding campus, SUNY and New York State accounts payable policies.
• Call vendors for invoices which have not been received by Accounts Payable for PO’s that have been received in Red Dragon Depot when necessary/appropriate.
• Follow up on all invoices received by accounts payable requiring attention.
• Work closely with Purchasing and Accounts Payable Office Assistant 1 regarding PO’s to ensure encumbrance balances are adequate. Work with Assist VP of Finance to research and resolve SUNY Finance processing issues.
• Work closely with Associate Director of Purchasing and Accounts Payable and Purchasing Assistant on contracts.
• Review W-9 forms submitted to the campus.
• Assist vendor community with maintenance of their information, compile data regarding vendor accounts,
• and verify vendor statements/invoices.
• Compare the vendor’s invoices to the Purchase Orders (PO) and receiving documents verifying information.
• Retrieve PO invoices, contract payment requests, and NORs from multiple sources for processing including Sharepoint, Outlook and physical mailings.
• Transmit all pre-encumbered voucher payments via the SUNY Finance & Management System.
• Responsible for electronic filing of all job-related paperwork after scanning is complete in OnBase database.
• Process critic teacher stipends.
• Process all contract payments in SUNY FMS when received.
• Prepare/code No Order Required ( NOR ) requisitions with proper sub-object and UNSPSC codes to prepare them for payment.
• Process all NOR vendor payments in instances where vendor does not accept purchase cards and there is an invoice with proof of receipt, up to $2,500.
• Compile, organize and enter payment data within OnBase after payments are complete.
• Review and process Refund of Appropriation ( ROA ) documents pertaining to vouchers tied to PO or NOR vendor payments.
• Make inquiries for lost checks through NYS Treasury when necessary and complete request applications for replacement checks.
• Respond directly to the Office of State Comptroller regarding audits of vouchers.
• Responsible for creating and maintaining procedure manuals for all aspects of the position.

Office Support

• Participate in cross-training and enrichment training activities.
• Act as backup for other positions during vacations and absences from the office.
• Assist with training student workers within the office.
• Work with SUNY System Administration to troubleshoot SUNY WEB financial system issues.
• Other projects/assignments as directed by immediate supervisor.

Functional and Supervisory Relationships

Office Assistant 2 will report to the Associate Director of Purchasing & Accounts Payable

Required Qualifications

There are 3 ways to be eligible for this position:

1) Brand new to New York State employment- If you do not hold or have held any NYS Civil Service Administrative titles, then you would qualify for this position through a full-time, temporary appointment. You would have a 1-year appointment duration, with the likely possibility of extension. We anticipate the position lasting through 2026 or until a new NYS Civil Service exam is offered for this title. Position is eligible for NYS health insurance, Vision/Dental insurance through CSEA union, NYS retirement, and paid time off; including holidays. Salary rate is $19.25 per hour.

2) Current employee of New York State- If you hold or have held specific administrative NYS Civil Service titles, then you could qualify for a full-time PROVISIONAL appointment in this title. You must be a qualified employee of New York State, currently serving in or having served in a clerical title such as an office assistant; allocated to Grade 6 or higher, for at least one year. Examples of qualifying titles can be found here: https://www.cs.ny.gov/examannouncements/announcements/38687titles.cfm

Provisional appts. are eligible for NYS health insurance, Vision/Dental insurance through the CSEA union, NYS retirement, and paid time off; including holidays.

Since this is a promotional Civil Service title, to be appointed permanently (vs. temporary or provisional) in the future, one must take and be reachable (score in the top 3 scores) on the next NYS Civil Service exam that matches this title. Failure to be reachable within 60 days of the exam list establishment date would return you to your prior title in NYS employment.

3) Current employee of New York State- To be appointed on a PERMANENT basis to this title, 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.

For more information on how you could qualify for this position, contact the Lorie Breed at lorie.breed@cortland.edu

Preferred Qualifications

Experience prioritizing multiple tasks, duties, and/or projects with critical deadlines and following through to completion.
Evidence of skills and abilities needed to work independently and as part of a team.
Effective communication skills.
Attention to detail.

EEO Statement

The State University of New York 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.

Job Close Date

Posting Detail Information

Posting Number
S22155

Review Start Date

Open Until Filled
Yes

Quick Link for Direct Access to Posting
https://jobs.cortland.edu/postings/7473

Special Instructions

Special Instructions to Applicant

Special Instructions to Applicant

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Are you currently employed by New York State?
   • Yes
   • No
2. * If yes to the above, please identify the following: your agency name, your current title and salary grade, how long you've been in this title, and if you're currently serving probation.
   
   (Open Ended Question)
   
   

Documents Needed to Apply
Required Documents

1. Curriculum Vitae or Resume

Optional Documents

1. Cover Letter