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

SUNY Polytechnic Institute is New York States premier public polytechnic highly regarded for leading the pursuit of knowledge and innovation through interdisciplinary engagement and collaboration across its four colleges - Arts & Sciences Business Engineering and Health Sciences. SUNY Poly isaCollege of Distinctionand nationally ranked byForbesandU.S. News & World Report.

Guided by a bold vision for societal impact the universityadvances 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 ofAccountability Community Empathy Gratitude Inclusion Innovation KindnessandRespect.

SUNY Polys 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 AdministrativeAssistant 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 AdministrativeAssistant 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-readyfinancial and administrative records.
• Provide clerical support including scheduling correspondence and workflow tracking to ensure smooth office operations.

Minimum Requirements:

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 performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training as a Trainee 2 you will advance to the full level of this title without further examination.
• Administrative Assistant 1: 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.*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.

**Note: Appointment may be made at a traineeship level at the discretion of the agency and based on the qualifications of the candidate. Two-year traineeship (Administrative Assistant Trainee 1 NSGrade 8 starting salary $42209 & Administrative Assistant Trainee 2 NSGrade 10 starting salary $47110) leading to Administrative Assistant 1 Grade 11 ($49841).

Competitive Qualifications:

• Reachable on the appropriate Civil Service list.
• Reassignment & Transfer Opportunities: Current New York Stateemployee with permanent or contingent permanent status as an Administrative Assistant 1 Grade 11 OR: Current New York State employee with one or more years of permanent contingent-permanent or 55b/c service in a position allocated to Grade 6 or above and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant Trainee or Administrative Assistant 1.

Initial review of applications will begin 2 weeks after posting.

SUNY Polytechnic Institute offers exceptional benefits such as healthcare dental vision pension plans competitive pay generous paid time off tuition assistance life insurance and long-term disability insurance.

As an Equal Opportunity / Affirmative Action employer SUNY Polytechnic Institute will not discriminate in its employment practices due to an applicants race creed religion color citizenship national origin sex age sexual orientation predisposing genetic characteristics gender identification or expression genetic information familial status marital status pregnancy status as a domestic violence victim criminal conviction disability military status disabled veteran recently separated veteran Armed Forces Service Medal veteran active duty or wartime campaign badge veteran or other characteristic as protected by law. Please feel free to review your equal employment opportunities protections and laws pertaining to these protections at Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act or Clery Act mandates that all Title IV institutions without exception prepare publish and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the Colleges crime statistics for the past three years; and disclosures regarding the Colleges current campus security policies. The SUNY Polytechnic Institute Annual Security Report is available in portable document format PDF by clicking this link:

Report 2024 - Uticaw

Inquiries regarding the application of Title IX and other laws regulations and policies prohibiting discrimination may be directed to the Title IX Coordinator at SUNY Polytechnic Institute. Inquiries may also be directed to the United States Department of Educations Office for Civil Rights 32 Old Slip 26th Floor New York NY 10005-2500; Tel. ; Email .

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 Governors Office of Employee Relations at or via email at

Applicants must address in their applications their abilities to work with a culturally diverse population. This position is contingent on the satisfactory completion of a background check; this position may require annual checks.

Persons interested in the above position must submit a resume cover letter3 professional references and the SUNY Poly compliance with the Americans with Disabilities Act (ADA) if you have a disability and require a reasonable accommodation to apply for a position please email us at