Administrative Assistant 1 (NY HELPS

Administrative Assistant 1 (NY HELPS)

Position Details

Budget Title
- Administrative Assistant 1 (NY HELPS)

Campus Title
- Administrative Assistant 1 (NY HELPS)

School/Division
- Finance and Management, Division of

Department
- Purchasing and Accounts Payable Office

Staff Sub-Type
- Staff & Administration

Salary Level - SG011

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

Salary Determination
- Starting salary rates are based on negotiated labor contracts.

Position Effort
- Full-Time

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

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…