Administrative Assistant 1; Trainee 1 & 2 (NY HELPS)

The duties that the incumbent of the vacancy will be expected to perform. Duties Description A. Open, review, sort and distribute the mail in accordance with staff assignments.B. Answer the telephone and respond to phone inquiries/UHS e-mail requests forinformation relative to all aspects of the Program.C. Gather data relevant to complex or unusual inquiries from UHS constituents(students, parents, UHS teachers, high school administrators, etc.) in order toprovide a basis for a reply or a decision and/or draft the reply. (i.e., Research aproblem with a students registration and gather all necessary information toanswer questions raised. Decide which program staff must be consulted to verifyinformation. Trace transactions as far back as necessary to ensure that all collectedinformation is accurate. Prepare response to correspondence and submit tomanager for review.)D. Respond to questions concerning UHS policy and procedure. Refer most complextechnical questions to appropriate staff.E. Prepare/Distribute responses to letters concerning program policies andprocedures for own or supervisors signature. (Examples include, but are notlimited to: letters of approval for courses/teachers, letters to students/teacherregarding registration, confirmation of student withdrawal, etc.)F. Review outgoing correspondence for proper grammatical usage, clarity, andfactual correctness, compliance with policy, program information andconformance to instructions. Ensure that appropriate background material isattached.G. Assist in the maintenance and updating of UHS IAS and procedure manuals.H. Review and update forms used by the Program.I. Assist with registration check-in.J. Assist with enrolling students in UHS courses, including assisting in loadingcourses via Marketplace into IAS.K. Assist with scheduling.L. Maintain the UHS mailing list.M. Send distribution e-mails regarding program dates, deadlines, policies andprocedures to UHS constituents on behalf of UHS professional staff. Monitorfeedback from e-mails and respond to inquiries as appropriate.N. Manage UHS Generic e-mail exchange account. Respond to Program related emails and forward those that need additional research to appropriate personnelwithin the office.O. Assist with the development of yearly template for document retention.Participate in document retention activities (scanning, filing, etc.)P. Schedule meetings and maintain calendars of UHS professional staff members.Q. Assist in the processing of travel vouchers and travel paperwork for liaisons.R. Assist with the preparation and planning of UHS faculty workshops. Place foodorders and room reservations, send invitations, track attendance and work withequipment management. Send follow-up correspondence after workshops, asneeded.S. Complete appointment paperwork for UHS Voluntary Adjunct Faculty. Route andtrack Vol-2 forms and send Empl IDs to the Assistant Director of CourseScheduling and Grading.T. Assist in the coordination and distribution of certificates.U. Assist in the coordination and distribution of grades.V. Assist in the generation and distribution of faculty and student ID cards.W. Assist in the coordination and distribution of stipends.X. Maintain inventory of office supplies. Order supplies.Y. Assist with online grading, questions regarding UHS Web Registration/PaymentApplication and online SIRF application.Z. Assist in the supervision of work-study students. Assign work as appropriate.AA. Make purchases using office p-card.BB. Place work orders for UHS Office via online work order system.CC. Complete mail merges as necessary, particularly for large mailings.DD. Create payment reports daily as needed, particularly during registration/enrollmenttimes.EE. Assist with web edits online.MISCELLANEOUSA. Assist the Director of UHS and appropriate professional staff in ensuring thequality and integrity of the credit granted by the UAlbany in the High SchoolProgram and the University at Albany.B. Work with other areas of the University (i.e., Registrars Office, UniversityApplication Development, Admissions and Student Accounts Office) to resolveany issues related to the enrollment of UHS students or employment of UHSVoluntary Adjunct Faculty.C. Assist the Director of UHS and other professional staff in ensuring a high level ofcommitment to customer service on the part of all UHS staff.D. Provide reports as necessary. The minimum qualifications required for this vacancy. Minimum 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 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.NON-COMPETITIVE MINIMUM QUALIFICATIONS (NY HELPS): Administrative Assistant Trainee 1 (Non-Statutory Equated Salary Grade 8) 2 YEAR Traineeship / coursework requirements: 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. 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.Administrative Assistant Trainee 2 (Equated Grade 10) 1 YEAR Traineeship / coursework requirements: 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. 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.Administrative Assistant 1, (Salary Grade 11) NO Traineeship / no coursework requirements: 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.Substitution: Certification (e.g., IAAP Certified Administrative Professional) or associates degree* in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.*Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was awarded by an educational institution outside the United States or its territories, you must provide independent verification of equivalency. This information can be found at http://www.cs.ny.gov/jobseeker/degrees.cfm. Candidates are responsible for the evaluation fee.COMPETITIVE MINIMUM QUALIFICATIONS (NON-NY HELPS): Administrative Assistant 1, SG-11:Successful completion of 52 weeks of service as an Administrative Assistant Trainee 2 and completion of the four core administrative support courses AND completion of the four elective administrative support courses, as designated by the agency ORReachable on an appropriate eligible list and / or eligible to transfer and successful completion of the four core administrative support courses AND completion of four elective administrative support courses, as designated by the agency. Proof of passing a keyboarding test will be required for those who have not previously served in a keyboarding title or have not yet taken a keyboarding test. ORHave a current permanent appointment with 1 year of service as an Administrative Assistant 1 ORBe a former state employee eligible for reinstatement consideration (previous permanent service in the Secretary 1 title eligible for reinstatement to the title of Administrative Assistant 1; previous permanent service in other qualifying titles requires completion of core and / or elective administrative competency coursework prior to appointment above Trainee level 1). Proof of passing a keyboarding test will be required for those who have not previously served in a keyboarding title or have not yet taken a keyboarding test.Administrative Assistant Trainee Level 1, Equated Salary Grade 8: 2 Year Traineeship leading to SG-11Reachable on an appropriate eligible list and / or be a current state employee eligible to transfer to the grade 8 traineeship AND, if transferring from a non-keyboarding title, proof of passing a keyboarding test.Administrative Assistant Trainee Level 2, Equated Salary Grade 10: 1 Year Traineeship leading to SG-11Successful completion of 52 weeks of service as an Administrative Assistant Trainee 1 AND completion of the four core administrative support courses; OR Reachable on an appropriate eligible list or eligible to transfer AND completion of the four core administrative support courses and, if transferring from a non-keyboarding title, proof of passing a keyboarding test. May be filled from a mandatory reemployment list if one is in effect at the time of appointment.Any resumes received that do not meet the above requirements as described will be deemed unqualified.-Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community-Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging relative to their role-Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements. Additional comments regarding the vacancy. Additional Comments To apply for this position, please visit: https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=186700Federal law and regulations require notice to all prospective employees regarding crimes that have occurred on campus in the current three year period. Please refer to the following website for the complete Annual Security Report (“Clery Report”): http://police.albany.edu/ASR.shtml Some positions may require additional credentials or a background check to verify your identity.