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Administrative Assistant 1 OR Trainee 1 OR Trainee 2 (NY HELPS)

SUNY Oneonta
Oneonta, New York, United States
Salary Not Specified
Date posted
Jun 11, 2024

Job Details

Job Description:

TITLE : Administrative Assistant 1 or Trainee OR Trainee 2 (NY HELPS) - 1 Vacancy

LOCATION: Facilities & Safety


CLASS: Competitive*

HELPS Class : Non-competitive

SALARY : Grade 11

DATE VACANT: 5/15/2024

DATE POSTED : 6/11/2024

POST UNTIL: 6/26/2024

SALARY: $46,306

Department Description: The Facilities & Safety Office is responsible for the maintenance and operations for the College's buildings and grounds and approximately 2.4 million square feet of space. The Office is also responsible for all capital planning and construction on campus. To learn more about the University or the Office, please visit or .
  • Perform administrative duties for the Associate Vice President of Facilities and for the Facilities Department as required such as scheduling meetings and assisting with preparation of documents.
  • Maintain the department staff calendar in Outlook.
  • Answer and return phone calls, emails, and messages.
  • Check in visitors and issue temporary visitor parking permits.
  • Use Visa procurement card in relation to purchase order requisitions, and reconcile purchases with Visa statement.
  • Input purchases into the SUNY online system and process subsequent invoices received for payment.
  • Process subsequent invoices received for payment.
  • Keep and maintain meeting notes for facilities department meetings.
  • Make travel arrangements for facilities staff; Create, and submit travel authorization paperwork.
  • Order and receive office supplies.
  • Mail various items including letters, reports, and promotional materials; and prepares packages and arranges for them to be shipped.
  • Operate office equipment such as printers, scanners & Copiers and arrange for equipment repairs
  • Assist in the office area when needed.


Minimum Qualifications:

Competitive Qualifications:

The successful candidate must be reachable on the full-time, permanent Civil Service list for Administrative Assistant 1, or must have held the permanent title of Administrative Assistant 1 in the past or be eligible to transfer into the title.


Appointment may be made at the Administrative Assistant 1 Traineeship level, (grade 8 or grade 10) leading up to Administrative Assistant 1, grade 11 title. Successful candidates interested in the Traineeship must have 1 year of service in a clerical title allocated to grade 6 or higher (e.g., Office Assistant 1). Successful completion of the traineeship requires taking eight courses in the following competencies: Professionalism and Self-Management, Verbal, and Written Communication, Interpersonal and Customer Relations, and Computer Skills and Technology. It must include instruction in each of the following topics: office organization and management; business writing; customer service; and Microsoft Word basics.


Non-competitive Qualifications (NY HELPS):

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).*To be considered for appointment through NY HELPS, candidates must meet the open- competitive minimum qualifications for this position.

Administrative Assistant Trainee 1: High school diploma or high school equivalency; and 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.

Administrative Assistant Trainee 2: High school diploma or high school equivalency; and 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.

Administrative Assistant 1: High school diploma or high school equivalency; and 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 OR certification (e.g., IAAP Certified Administrative Professional).


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.

Candidates who are not transferring from a keyboarding title must possess adequate keyboarding skills (i.e., the ability to type 30 words per minute with at least 96% accuracy) as demonstrated by passing the Keyboarding Performance Test prior to appointment.

Preferred Qualifications:
  • Experience with use of MS office software (including, Word, Excel, PowerPoint, and database applications) as well as university business systems
  • Demonstrate a proactive and self-motivated approach to work.
  • Effective in a team environment
  • Strong oral and written communication
  • Detail Oriented
  • Ability to effectively use Microsoft Outlook for scheduling
  • Actively anticipates workload and upcoming projects to ensure timely and efficient completion.
  • Ability to build effective working relationships with individuals at all levels of the organization

Additional Information:


This contingent, permanent position.

Candidates who believe they are eligible to apply for this position under applicable Civil Service Laws and who are interested in applying for consideration for appointment to this position are required to file an appropriate notice of such interest by 06/26/2024.

*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), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the NYS Office of Employee Relations at (518) 474-6988 or via email at

Application Instructions:

To apply online go to: Please upload a cover letter, resume, and contact information for three professional references (required). You may add additional documents you would like a candidate to supply.

For other employment and regional opportunities, please visit our website at: .


SUNY Oneonta

SUNY Oneonta is a mid-size, four-year, public university. We offer small classes, loads of activities, opportunities for undergraduate research, student/faculty interaction and an attractive cost of attendance.

Nestled in the hills of Central New York, the university’s idyllic setting is ideal for study, adventure and self-discovery. Just “up the hill” from the charming City of Oneonta, our campus and the surrounding community engages, nurtures, and inspires.

Caring is our longest-standing tradition, traced all the way back to the school’s founding in the late 1800s. Today our growing alumni network spans the globe, advancing the values of inclusivity, service and sustainability that exemplify SUNY Oneonta.


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