Administrative Assistant 1; Trainee ; NY HELPS; Business Office - SUNY Polytechnic Institute

Administrative Assistant 1 (Trainee 1 /
2) (NY HELPS) - Business Office

SUNY Poly isa College of Distinction and nationally ranked by Forbesand U.S. News & World Report.

Guided by a bold vision for societal impact, the university advances use-inspired research and transformative collaborations that drive economic development, technological progress, and humanitarian solutions - locally in the Mohawk Valley region and in communities around the globe.

SUNY Poly is a proud, resilient community with like minds and like spirits who are inspired by a distinctive STEAM education and social experience that prepares its graduates for the 21st century workforce. The university is guided by a mission and vision that is grounded in "elevating impact" and in living out the values of Accountability, Community, Empathy, Gratitude, Inclusion, Innovation, Kindness,and
Respect
.

SUNY Poly's campus is located in Utica, N.Y., in the heart of the picturesque Mohawk Valley, where you will find the convergence of affordability, opportunity, and quality of life. Residents of the greater Utica area enjoy a lower cost of living than most cities while being part of a region undergoing a vibrant technological and economic renaissance.

The Administrative Assistant 1 provides essential clerical and operational support within the Business Office, with primary responsibility for assisting accounts payable, travel, and procurement functions. This role supports the accurate and timely processing of invoices, travel documentation, and purchasing activities while ensuring compliance with SUNY, New York State, and campus policies. Serving as a key point of contact for campus departments and vendors, the Administrative Assistant helps coordinate workflows through systems such as Jaggaer and FMS , maintains organized and audit-ready records, and monitors transactions to completion.

This position is critical to maintaining efficient, organized business operations and enabling professional staff to focus on specialized financial and compliance responsibilities.

Responsibilities include, but are not limited to:

• Accounts Payable support - verify documentation, track payments, data entry, assist with reconciliation and vendor/constituent follow up while maintaining organized processes and ensuring procurement workflows are efficient, timely, and properly coordinated from initiation through completion.
• Travel Processing - verify documentation, track payments, assist with reconciliation, and follow up, facilitating seamless coordination and maintaining workflow to ensure timely and accurate processing.
• Procurement Support
  - Assist with purchasing activities in Jaggaer, monitor requisitions and orders, and coordinate with campus departments and vendors while maintaining organized processes and ensuring procurement workflows are moving efficiently, timely and properly coordinated from initiation through completion.
• Customer Service and Communication
  - Serve as a primary point of contract for the Business Office. Respond to inquiries and provide guidance.
• Records Management and Compliance
  - Maintain organized, accurate and audit-ready financial and administrative records.
• Provide clerical support, including scheduling, correspondence and workflow tracking to ensure smooth office operations.

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.

To be eligible for appointment under NY HELPS, candidates must meet the minimum qualifications below:

• Administrative Assistant Trainee 1:
  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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training at the Trainee 1, you will automatically advance to Trainee 2.
• Administrative Assistant Trainee 2:
  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. To be advanced to the full…