Administrative Assistant 1 (NY HELPS

Position: Administrative Assistant 1 (NY HELPS)
Budget Title Administrative Assistant 1 (NY HELPS) Campus Title Administrative Assistant 1 (NY HELPS) School/Division Finance and Management, Division of Department Budget 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 If Part-Time, enter FTE:
Is this a temporary position? If Temporary, enter End Date:
Position Summary

The Administrative Assistant 1 provides comprehensive administrative support to the Business Office, including Budget, Purchasing & Accounts Payable, and Property Control & Print Services. The position ensures an efficient office by managing complex procurement tasks, financial reconciliations, and diverse administrative workflows. This position maintains institutional continuity by overseeing compliance-based reporting, coordinating campus-wide services, and providing essential cross-functional support for key financial and executive personnel.

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

Salary: $40,391-$47,695 dependent upon experience.

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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

Administrative & Office Support

* Schedule meetings, maintain calendars, and provide administrative support for the Business Office and the Assistant Vice President for Finance.

* Serve as primary administrative support for the Business Office, including tracking and ordering equipment, supply management, travel arrangements, work orders for office repairs, and general office operations.

* Respond to phone and email inquiries, demonstrating effective communication and strong customer service skills.

* Retrieve, sort, and route office mail. Research check origins and properly route received checks.

Procurement, Purchasing & Financial Transactions

* Process purchases and reconciliation using procurement cards, following all procurement card rules and security requirements.

* Serve as backup for processing cash, allocation journals, and expense journals.

* Process monthly campus recharges, such as computers, software, mail, print services, central stores, transportation, and other chargebacks.

* Receive and process miscellaneous payments and prepare journal transfers as needed.

* Perform monthly audits of journals in the Finance & Management System to ensure OnBase backup is complete.

Contract, Compliance, and Program Administration

* Serve as campus administrator for the university cell phone contract, including billing review, spreadsheet tracking, purchase order (PO) coordination, and invoice routing.

* Collect payments from cell tower leases and deposit into correct accounts.

* Coordinate with departments to track Clinical Affiliation Program placements and maintain a comprehensive reporting schedule for SUNY submission.

* Assist with maintaining Property Control retention schedules.

Budget, Accounting & Personnel Support

* Provide secondary administrative support for budget operations by executing allocation adjustments for Minor Construction/Rehabilitation accounts.

* Review payroll folders to ensure new hires are charged to the correct budget accounts.

* Develop and maintain comprehensive standard operating procedures to ensure procedural clarity for the position.

* Collect and organize secondary sources for performance programs and evaluations to facilitate supervisory review.

Operational & Support Activities

* Manage scheduling of 3rd floor (primary) and 4th floor (backup) Miller Building conference rooms.

* Act as secondary support for the Administrative Assistant 1 for Purchasing and Accounts Payable, ensuring operational continuity by executing purchase orders, year-end liquidations, and SUNY system processing during primary staff absences.

* Provide administrative support for campus search committees as needed.

* Coordinate and oversee office event planning for retreats, luncheons, or other occasions.

* Attend professional development programs, including diversity, equity, and…