Administrative Assistant 1, SG-11 / Administrative Assistant 1 Trainee, SG-8 (NYHELPS) - SUNY Buffalo State
Buffalo, NY
About the Job
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Posting Details
Position Information
About Buffalo State
Buffalo State is one of the largest comprehensive schools in the State University of New York system. As a civically minded, urban-engaged campus community located in the city’s cultural corridor, Buffalo State prides itself as having smaller learning environments coupled with larger university opportunities. Boasting a diverse and inclusive campus, Buffalo State is committed to the intellectual, personal, and professional growth of its students, faculty, staff, and alumni. The school’s mission is to deliver a broad array of high-quality and distinctive academic programs infused with diversity, creativity, and hands-on learning opportunities for hardworking students who seek a personalized and affordable education that engages their minds and advances their careers. Buffalo State is dedicated to excellence in teaching, research, service, scholarship, creative activity, and cultural enrichment. With degree programs in education, the arts, science, arts and humanities, and professional studies, each year over 6,000 students choose Buffalo State. Buffalo State welcomes applicants who are committed to helping us fulfill our mission.
Posting Date 10/04/2024
Department School of Arts and Sciences
Line Number TBD
Budget Title Administrative Assistant 1, SG-11 / Administrative Assistant 1 Trainee, SG-8 (NYHELPS)
Rank/Grade SG-8
FTE Full-Time
FLSA Non-Exempt
Negotiating Unit CSEA
Appointment Type Contingent Permanent
Jurisdictional Class Competitive (0)
Shift Hours
Administrative Department Floater
Monday – Friday, 8:15am to 4:30pm
Department Operating Needs
This Administrative Assistant 1 floater position will provide support to various departments under Academic Affairs within the School of Arts and Sciences area. There is not a permanent home department and assignment to a specific department will change depending upon operating needs.
Brief Job Description
An Administrative Assistant is the principal administrative support position in an office and increases the effectiveness of program staff by coordinating the paper flow of the office and carrying out the day-to-day administrative support activities required to accomplish the work of the organization. The nature and variety of the activities depend on the program area in which the Administrative Assistant works.
All appointments have a path to an Administrative Assistant 1 appointment.
Appointment may be to the following titles:
- Administrative Assistant 1 Trainee Level 1 (SG-8)
- Administrative Assistant 1 Trainee Level 2 (SG-10)
- Administrative Assistant 1 (SG-11)
NYS Department of Civil Service job descriptions are available at www.cs.ny.gov/tsplan/tsp.html.
Required Qualifications
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 maybe filled via a non-competitive appointment, which means an examination is not required but all candidates must meet the minimum qualifications of the title for which they apply.
Within one year of the permanent non-competitive 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.
NON - COMPETITIVE MINIMUM QUALIFICATIONS (NY HELPS ):
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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.
Associate’s Degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology may be substituted for two years of experience with verification of equivalency if received outside the United States.
COMPETITIVE MINIMUM QUALIFICATIONS ( NON -NY HELPS ):
Administrative Assistant 1 Trainee Level 1 (SG-8)
- Two years probation with successful completion of four mandatory administrative support courses in the first year and evidence of a passing keyboarding test (at least 30 words per minute with at least 96% accuracy) to advance to Level 2 with successful completion of four elective administrative support courses in the second year.
Administrative Assistant 1 Trainee Level 2 (SG-10)
- One year probation with successful completion of four elective administrative support courses and evidence of a passing keyboarding test (at least 30 words per minute with at least 96% accuracy).
Administrative Assistant 1 (SG-11)
- Successful completion of Administrative Assistant 1 Level 2, or eligible for reinstatement, or have current permanent appointment with one year of service in title, or be reachable on an appropriate eligible list and/or eligible to transfer based on Civil Service guidelines for career mobility (https://careermobilityoffice.cs.ny.gov/cmo/gotit/), and evidence of a passing keyboarding test (at least 30 words per minute with at least 96% accuracy).
Preferred Qualifications
NYS Preferred Lists or mandatory reemployment candidates, if applicable, have preference.
Application Deadline Date 10/19/2024
Open Until Filled No
Special Instructions to Applicant
Contact Person
Contact Email
Contact Fax
Quick Link for Direct Access to Posting https://jobs.buffalostate.edu/postings/7660
Equal Employment Opportunity/Affirmative Action Employer
Buffalo State is an affirmative action/equal opportunity institution that subscribes to all federal, state, and SUNY legal requirements and does not discriminate against applicants, students, or employees on the basis of race, sex, ethnicity, national origin, sexual orientation, religion, age, disability, or marital or veteran status (Nondiscrimination Notice). Any violation of this policy should be reported to the Equity and Diversity Office, Cleveland Hall 415, (716) 878-6210. Buffalo State is a VEVRAA Federal Contractor. If you have any questions, please contact Jamie Warnes at warnesje@buffalostate.edu or call (716) 878-4822.
Background Investigation Statement
All applicants are subject to a pre-employment background investigation. Our Pre-Employment Background Screening Policy is available at http://hr.buffalostate.edu/pre-employment-background-screening.
Clery Statement
Applicants interested in positions may access the Annual Security Report ( ASR ) for SUNY Buffalo State at http://police.buffalostate.edu. The ASR contains information on campus security policies and certain campus crime statistics. Crime statistics are reported in accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. Applicants may request a hard copy of the ASR by contacting the SUNY Buffalo State University Police Department at (716) 878-6333.
New York State Executive Order 161
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 Governor’s Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.
Supplemental Questions
Required fields are indicated with an asterisk (*).
+ * How did you hear about this employment opportunity?
+ Buffalo State website
+ Buffalo News
+ Buffalo Rocket
+ Challenger
+ Chronicle of Higher Education
+ HigherEdJobs
+ Panorama Hispano News
+ Employee Referral
+ Other
+ * All applicants are subject to a pre-employment background investigation. The college's Pre-Employment Background Screening Policy is available at http://hr.buffalostate.edu/pre-employment-background-screening. Prior to an offer of employment, an applicant will be required to sign an authorization release form, allowing Buffalo State to conduct a background investigation. Failure of an applicant to sign the authorization release form will disqualify an applicant from further consideration for appointment.
+ I agree to comply with the college's policy.
+ I do not agree to comply with the college's policy. (Note, this selection will disqualify you from further consideration for appointment.)
+ * Do you have a high school diploma or equivalent (e.g., GED)?
+ Yes
+ No
+ * Please describe any office experience and computer proficiency with Microsoft Office software (e.g., Word, Excel).
(Open Ended Question)
+ * Please select the score you received on the exam for this budget title. Your score is located on your canvass letter (third number displayed above your name and address).
+ 100
+ 95
+ 90
+ 85
+ 80
+ 75
+ 70
+ I am eligible for a lateral transfer.
+ I am eligible for reinstatement per Civil Service Rule 5.4.
+ I did not receive a canvass letter and I am not a current employee of New York State.
+ I have a Letter of Eligibility from Civil Service. Letter must be attached to application.
+ I am eligible for a two-grade bid.
+ * Do you meet any of the following criteria?
+ I have permanent appointment in the budget title or am eligible to transfer
+ I am reachable for appointment on the Department of Civil Service canvass list for the budget title
+ I have current permanent appointment with a minimum of 1 year of service in a position to transfer to the trainee program (SG-6 or above)
+ I have completed the Administrative Assistant Level 1 Trainee program and four core administrative support courses
+ I meet the non-competitive minimum qualifications.
+ None of these options apply to me
Documents Needed to Apply
Required Documents
Optional Documents
+ Resume / Curriculum Vitae
+ Cover Letter
+ Transcripts (unofficial)
+ Names and Contact Information for 3 Professional References
Posting Details
Position Information
About Buffalo State
Buffalo State is one of the largest comprehensive schools in the State University of New York system. As a civically minded, urban-engaged campus community located in the city’s cultural corridor, Buffalo State prides itself as having smaller learning environments coupled with larger university opportunities. Boasting a diverse and inclusive campus, Buffalo State is committed to the intellectual, personal, and professional growth of its students, faculty, staff, and alumni. The school’s mission is to deliver a broad array of high-quality and distinctive academic programs infused with diversity, creativity, and hands-on learning opportunities for hardworking students who seek a personalized and affordable education that engages their minds and advances their careers. Buffalo State is dedicated to excellence in teaching, research, service, scholarship, creative activity, and cultural enrichment. With degree programs in education, the arts, science, arts and humanities, and professional studies, each year over 6,000 students choose Buffalo State. Buffalo State welcomes applicants who are committed to helping us fulfill our mission.
Posting Date 10/04/2024
Department School of Arts and Sciences
Line Number TBD
Budget Title Administrative Assistant 1, SG-11 / Administrative Assistant 1 Trainee, SG-8 (NYHELPS)
Rank/Grade SG-8
FTE Full-Time
FLSA Non-Exempt
Negotiating Unit CSEA
Appointment Type Contingent Permanent
Jurisdictional Class Competitive (0)
Shift Hours
Administrative Department Floater
Monday – Friday, 8:15am to 4:30pm
Department Operating Needs
This Administrative Assistant 1 floater position will provide support to various departments under Academic Affairs within the School of Arts and Sciences area. There is not a permanent home department and assignment to a specific department will change depending upon operating needs.
Brief Job Description
An Administrative Assistant is the principal administrative support position in an office and increases the effectiveness of program staff by coordinating the paper flow of the office and carrying out the day-to-day administrative support activities required to accomplish the work of the organization. The nature and variety of the activities depend on the program area in which the Administrative Assistant works.
All appointments have a path to an Administrative Assistant 1 appointment.
Appointment may be to the following titles:
- Administrative Assistant 1 Trainee Level 1 (SG-8)
- Administrative Assistant 1 Trainee Level 2 (SG-10)
- Administrative Assistant 1 (SG-11)
NYS Department of Civil Service job descriptions are available at www.cs.ny.gov/tsplan/tsp.html.
Required Qualifications
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 maybe filled via a non-competitive appointment, which means an examination is not required but all candidates must meet the minimum qualifications of the title for which they apply.
Within one year of the permanent non-competitive 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.
NON - COMPETITIVE MINIMUM QUALIFICATIONS (NY HELPS ):
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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.
Associate’s Degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology may be substituted for two years of experience with verification of equivalency if received outside the United States.
COMPETITIVE MINIMUM QUALIFICATIONS ( NON -NY HELPS ):
Administrative Assistant 1 Trainee Level 1 (SG-8)
- Two years probation with successful completion of four mandatory administrative support courses in the first year and evidence of a passing keyboarding test (at least 30 words per minute with at least 96% accuracy) to advance to Level 2 with successful completion of four elective administrative support courses in the second year.
Administrative Assistant 1 Trainee Level 2 (SG-10)
- One year probation with successful completion of four elective administrative support courses and evidence of a passing keyboarding test (at least 30 words per minute with at least 96% accuracy).
Administrative Assistant 1 (SG-11)
- Successful completion of Administrative Assistant 1 Level 2, or eligible for reinstatement, or have current permanent appointment with one year of service in title, or be reachable on an appropriate eligible list and/or eligible to transfer based on Civil Service guidelines for career mobility (https://careermobilityoffice.cs.ny.gov/cmo/gotit/), and evidence of a passing keyboarding test (at least 30 words per minute with at least 96% accuracy).
Preferred Qualifications
NYS Preferred Lists or mandatory reemployment candidates, if applicable, have preference.
Application Deadline Date 10/19/2024
Open Until Filled No
Special Instructions to Applicant
Contact Person
Contact Email
Contact Fax
Quick Link for Direct Access to Posting https://jobs.buffalostate.edu/postings/7660
Equal Employment Opportunity/Affirmative Action Employer
Buffalo State is an affirmative action/equal opportunity institution that subscribes to all federal, state, and SUNY legal requirements and does not discriminate against applicants, students, or employees on the basis of race, sex, ethnicity, national origin, sexual orientation, religion, age, disability, or marital or veteran status (Nondiscrimination Notice). Any violation of this policy should be reported to the Equity and Diversity Office, Cleveland Hall 415, (716) 878-6210. Buffalo State is a VEVRAA Federal Contractor. If you have any questions, please contact Jamie Warnes at warnesje@buffalostate.edu or call (716) 878-4822.
Background Investigation Statement
All applicants are subject to a pre-employment background investigation. Our Pre-Employment Background Screening Policy is available at http://hr.buffalostate.edu/pre-employment-background-screening.
Clery Statement
Applicants interested in positions may access the Annual Security Report ( ASR ) for SUNY Buffalo State at http://police.buffalostate.edu. The ASR contains information on campus security policies and certain campus crime statistics. Crime statistics are reported in accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. Applicants may request a hard copy of the ASR by contacting the SUNY Buffalo State University Police Department at (716) 878-6333.
New York State Executive Order 161
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 Governor’s Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.
Supplemental Questions
Required fields are indicated with an asterisk (*).
+ * How did you hear about this employment opportunity?
+ Buffalo State website
+ Buffalo News
+ Buffalo Rocket
+ Challenger
+ Chronicle of Higher Education
+ HigherEdJobs
+ Panorama Hispano News
+ Employee Referral
+ Other
+ * All applicants are subject to a pre-employment background investigation. The college's Pre-Employment Background Screening Policy is available at http://hr.buffalostate.edu/pre-employment-background-screening. Prior to an offer of employment, an applicant will be required to sign an authorization release form, allowing Buffalo State to conduct a background investigation. Failure of an applicant to sign the authorization release form will disqualify an applicant from further consideration for appointment.
+ I agree to comply with the college's policy.
+ I do not agree to comply with the college's policy. (Note, this selection will disqualify you from further consideration for appointment.)
+ * Do you have a high school diploma or equivalent (e.g., GED)?
+ Yes
+ No
+ * Please describe any office experience and computer proficiency with Microsoft Office software (e.g., Word, Excel).
(Open Ended Question)
+ * Please select the score you received on the exam for this budget title. Your score is located on your canvass letter (third number displayed above your name and address).
+ 100
+ 95
+ 90
+ 85
+ 80
+ 75
+ 70
+ I am eligible for a lateral transfer.
+ I am eligible for reinstatement per Civil Service Rule 5.4.
+ I did not receive a canvass letter and I am not a current employee of New York State.
+ I have a Letter of Eligibility from Civil Service. Letter must be attached to application.
+ I am eligible for a two-grade bid.
+ * Do you meet any of the following criteria?
+ I have permanent appointment in the budget title or am eligible to transfer
+ I am reachable for appointment on the Department of Civil Service canvass list for the budget title
+ I have current permanent appointment with a minimum of 1 year of service in a position to transfer to the trainee program (SG-6 or above)
+ I have completed the Administrative Assistant Level 1 Trainee program and four core administrative support courses
+ I meet the non-competitive minimum qualifications.
+ None of these options apply to me
Documents Needed to Apply
Required Documents
Optional Documents
+ Resume / Curriculum Vitae
+ Cover Letter
+ Transcripts (unofficial)
+ Names and Contact Information for 3 Professional References
Source : SUNY Buffalo State