Job Information
State University of New York at Oswego Administrative Assistant 1 - Facilities Services (Building 12) in Oswego, New York
Location: Oswego, NY Category: Classified Posted On: Mon Jan 8 2024 Job Description:
The Facilities Services Department at the State University of New York at Oswego invites applications to fill a full-time permanent Administrative Assistant 1 position, Grade 11.
Posting Date: January 8, 2024
Review Date: Review of applications will begin immediately and will continue until the position is filled.
Salary: $44,957/year. Commensurate with qualifications and experience. In addition, the State University of New York provides an excellent benefits package. Please click here (https://www.suny.edu/benefits/) for more information on benefits for full-time CSEA professionals.
Date of Appointment: As soon as possible.
Description of Responsibilities:
Work with all Facilities Services departments to help maintain a smooth workflow.
Approve Ready Requests & Create work orders as needed.
Close out work orders within the workorder system per timeframes recommended and as needed.
Create/process blanket PO's, Requisitions, Payment requests and receiving requests for Facilities Services as needed. Order parts and equipment for Utilities and Building Services.
Take meeting minutes at meetings when needed.
Help Custodial with needs, as requested, i.e.: employee Handbooks, work orders, etc.
Assist with Setting up interviews through Interview Exchange and via email for Utilities and Building Services. (To include Space reservations, calendar invites, paper processing)
Help manage Interview Exchange as needed (To include inbox, no, yes, short list, etc.)
Keep an inventory of toner and supplies for Building Services.
Process/verify the credit card certifications before emailing to purchasing.
Assist with keeping track of the elevator work orders and other elevator related information.
Assist the techs with their iPads, training, and troubleshooting.
Answer calls for facilities (i.e. x3200, any forwarded calls, etc.)
Communicate with all staff over the radio and phone, written/email or otherwise including emergencies, dispatch logs and daily work.
Create and distribute outage notices.
Monitor the dig safe emails and forward them to CHP, CTS (help@oswego.edu) and EH&S (ehs@oswego.edu).
Help to keep org charts updated.
Update Academic custodial call-in log spreadsheet.
Help supervisors in AiM when needed. Assist with training staff on how to use AiM.
Checking all work orders for labor and costs and adding costs from credit card receipts or invoices and PO's when needed. Link documents, receipts, etc. to work orders in AiM. Assist supervisors with closing out work orders and follow through.
AiM management of equipment, O&M manuals, PM's and any project management input
Basic office duties: make signs, create spreadsheets, laminate, maintain files, update spreadsheets, etc.
Assist in maintaining, scheduling, and logging training for staff via email, google classroom, and AiM
Create Google invites for meetings, training, and interviews as needed.
Reserve rooms through campus life for meetings and training.
Receive and distribute mail and packages.
Maintain general knowledge of all campus events and procedures to better answer questions that are fielded by Facilities Services.
Organize and maintain digital file folders and archiving into Google Docs.
Creating all new year spreadsheets and documents in Google Docs.
Assist with maintaining multiple list servs.
Field calls from students, faculty, staff, and VIPs.
Prioritize tasks when dealing with multiple requests and people at once.
Cross training and coverage for different Facilities Service locations as required for the smooth operations of the division.
Shall have a strong focus on and commitment to: Trust, Conflict Resolution, Commitment, Accountability, and Results
Job Requirements:
Minimum Qualifications:
Candidates must be permanent competitive or 55 b/c employees of New York State to be eligible to apply for this position.
Permanent Appointment:
One year of permanent competitive service as an Administrative Assistant 1 OR be reachable on the Administrative Assistant 1 eligible list OR have one year of permanent competitive or 55b/c service in a title eligible for transfer under Section 70.1 of the law; or 55b/c service in a position allocated to a Grade 6 and above and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant Trainee 1.*
*Note: Appointment may be made at a traineeship level. A new two-year traineeship, (Administrative Assistant Trainee 1, NS=Grade 8 & Administrative Assistant Trainee 2, NS=Grade 10) leading to Administrative Assistant 1, Grade 11, has been approved effective October 31, 2019.
Trainees will be required to take four mandatory courses in the first year of the traineeship and four elective courses in each the second year of the traineeship in four competency areas through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency. All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, SG-11.
For full details on the Administrative Assistant Traineeship program, go to the following link: https://www.cs.ny.gov/ssd/Manuals/SPMM/GIBS/GIB19-07.cfm
70.1 Transfer or Reinstatement:
One year of permanent competitive or 55b/c service as an Administrative Assistant 1 OR have one year of permanent competitive or 55b/c service in a title within two salary grades of the target title that is eligible for transfer under Section 70.1 of Civil Service Law.
Reassignment:
Permanent competitive or 55b/c service as an Administrative Assistant 1.
Provisional Appointment:
Eligible for provisional appointment under NYS Civil Service guidelines.
Conditions of Employment:
This will be a permanent or provisional appointment. Candidates should be aware that a preferred list, transfer list, placement roster, and/or reemployment roster of laid-off State employees may be certified against this vacancy by the Department of Civil Service.
Additional Information:
Oswego is committed to enhancing its diversity. SUNY Oswego is an Affirmative Action/Equal Opportunity Employer and is actively engaged in recruiting, supporting, and fostering a diverse community of outstanding faculty, staff and students. We encourage applications from qualified applicants regardless of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim SUNY status, or criminal conviction. Please click here (https://www.oswego.edu/human-resources/non-discrimination-policy) to see our full non-discrimination policy.
In accordance with USCIS regulations, successful applicants must be legally able to work in the United States per the Immigration Reform and Control Act of 1986.
Requests for reasonable accommodations of a disability during the application and/or interview process should be made to the Human Resources Office by calling 315-312-2230 or emailing hr@oswego.edu.
For Campus Safety information, please click here (https://www.oswego.edu/police/annual-report) to see the Annual Security and Fire Report (Clery).
SUNY Oswego is a smoke free/tobacco/e-cigarette free campus. Click here (https://www.oswego.edu/human-resources/sites/human-resources/files/tobacco_smoke_free_policy_final.pdf) for further policy details, including education and cessation resources.
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 Office of Employee Relations at (518) 474-6988 or via email at info@oer.ny.gov.
For more details, reference New York State Department of Civil Service Job Title Code #2900100, Administrative Assistant 1, and Grade 11.
If you have any questions about the position, please call or e-mail:
Human Resources
315-312-2230
HR@oswego.edu