Administrative Assistant 1 (NY HELPS)

Salary Range: $40,391-$47,695

Salary Determination

Starting salary rates are based on
negotiated labor contracts.

Is this a temporary position?
No

Position Summary

The
Administrative Assistant 1 provides administrative and operational support to the Purchasing and Accounts Payable Office. This position
serves as a primary resource for campus departments, vendors, and external stakeholders by providing guidance on procurement policies,
procedures, and systems. This position is responsible for processing purchasing transactions, maintaining procurement records, supporting
departmental purchasing activities, and ensuring compliance with SUNY and New York State requirements. The position supports customer
service, budget management, and office operations, while contributing to a collaborative and inclusive campus environment.

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

Salary $40,391-$47,695

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. 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

Procurement and Purchasing Operations

• Process
  purchase orders, change notices, and related procurement transactions utilizing SUNY web applications, the campus e-procurement system, and
  OnBase.
• Procure technology equipment and related items through approved online vendors and procurement channels.
• Complete
  vendor credit applications as required to facilitate purchasing transactions.
• Prepare and submit tax-exempt forms for vendor
  records and purchasing purposes.
• Perform procurement card (P-Card) purchases on behalf of campus departments when necessary and
  ensure compliance with purchasing guidelines.
• Reconcile procurement card statements and maintain required supporting
  documentation.

Customer Service and Campus Support

• Serve as the primary point of contact for the
  Purchasing and Accounts Payable Office.
• Provide guidance and assistance to faculty, staff, and vendors regarding procurement rules,
  regulations, policies, and processes.
• Assist campus users with the electronic procurement system and related purchasing
  applications.
• Respond to vendor inquiries and assist vendors with maintaining information within the New York State Financial
  System (SFS).
• Answer questions related to rental car accounts and procurement procedures.
• Assist campus departments with
  vendor creation and maintenance in Red Dragon Depot and the New York State Financial System.

Budget Monitoring and
Financial Support

• Oversee Central Stores supply purchasing activities.
• Monitor Central Stores expenditures and
  provide budget oversight.
• Reconcile purchases against operating budgets to ensure fiscal responsibility and accuracy.
• Prepare and distribute Central Stores reports to the Business Office for departmental recharge processing.

Records
Management and Compliance

• Scan, index, and maintain procurement-related documents within OnBase.
• Ensure
  procurement records are maintained in accordance with New York State audit and record-retention requirements.
• Maintain organized
  and accurate purchasing files and documentation to support audit readiness and compliance.

Systems Administration and
Office Operations

• Act as backup to the Business Office AA1 to collect, sort, date-stamp, prioritize, and distribute
  incoming Purchasing and Accounts Payable mail.
• Act as a backup administrator and trainer for the Red Dragon Depot electronic
  procurement system.
• Assist with system-related support and training activities as assigned.
• Support office operations by
  assisting other Business Office/Purchasing and Accounts Payable staff during absences, peak workloads, and special projects.
• Attend
  professional development programs, including diversity, equity & inclusion training.

Functional and Supervisory
Relationships

• Position reports directly to the Director of Purchasing & Accounts Payable
• Works with various
  departments throughout the campus

Required 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
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/titl
e-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-t
raineeship

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

Knowledge, Skills & Abilities

• Strong
  written and verbal communication skills.
• Excellent attention to detail and accuracy.
• Ability to manage multiple tasks and
  deadlines.
• Strong organizational and record-keeping skills.
• Ability to work independently and as part of a team.
• Problem-solving and critical-thinking skills.
• Ability to use Microsoft Office, spreadsheets, and data-entry systems.

About the University

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.

EEO
Statement

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.

Job Close Date:
08/06/2026

Posting Number: S26013

Tagged as: Employment