Job Information
State University of New York at Oswego Administrative Assistant 1 - Registrar's Office (Records) (NY HELPS) in Oswego, New York
Location: Oswego, NY Category: Classified Posted On: Mon Dec 16 2024 Job Description:
The Registrar's Office at the State University of New York at Oswego invites applications to fill a full-time permanent Administrative Assistant 1 position, Grade 11.
Posting Date: December 16, 2024
Review Date: Review of applications will begin immediately and will continue until the position is filled.
Salary: $46,306/year - AA1; $43,768/year - AA Trainee 2; $39,215/year - AA Trainee 1. Commensurate with qualifications and experience. In addition, the State University of New York provides an excellent benefits package. Please click here (https://www.suny.edu/benefits/) for more information on benefits for full-time CSEA professionals.
Date of Appointment: As soon as possible.
Description of Responsibilities:
Support front desk activities for both records and the main Registrar service area, including answering phones and electronic correspondence
Oversight of transfer credit processing, off-campus study approval, data entry, assist with maintaining transfer course equivalencies
Coordinate posting of academic credit for overseas study through International Education programs
Support processing and mailing of transcripts for the CAPA program
Process student academic records, including grade changes, recreation of archived records to the student information system
Facilitate major/minor processes; distribute major/minor reports and additional file sharing as needed, monthly record cleanup and cancellation requests
Assist students with FERPA and respective proxy access
Provide change of major support for students and advisors
Oversight of daily transcript processing, process record area incoming and outgoing mail, supervise staff/students assisting?
Ensure accuracy of transcript orders, respective accounting and deposits, monthly tracking
Supervise student workers, including coordination of daily work duties
Assist with processes and questions pertaining to student academic records
Coordinate and maintain update of academic records area procedure manual, including office forms, and ensure adherence to current policy and procedures
Update student records including name changes, SSN updates, deceased and confidentiality indicators, assist with records release requests
Maintain a records office filing system, both electronic and paper (transcript data resorts, student records requests, OVS supplements, grade changes, OCSA, etc.)
Assist with special processes as assigned
Preferred qualifications: Experience reviewing information requests; ability to analyze information; excellent written and verbal communication skills; strong organizational skills and ability to prioritize multiple assignments and work cooperatively in a team-based setting; the ability to use Microsoft Word and Excel applications and other database applications and resources.
Job Requirements:
NY HELPS
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. At this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.
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
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. 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. 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. 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. 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 associate 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:
Candidates must be permanent competitive or 55 b/c employees of New York State to be eligible to apply for this position.
Permanent Appointment (Non-NY HELPS):
One year of permanent competitive service as an Administrative Assistant 1 OR be reachable on the Administrative Assistant 1 or Administrative Assistant Trainee eligible list OR have one year of permanent competitive or 55b/c service in a title eligible for transfer under Section 70.1 of the law; or 55b/c service in a position allocated to a Grade 6 and above and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant Trainee 1.*
*Note: Appointment may be made at a traineeship level. A new two-year traineeship, (Administrative Assistant Trainee 1, NS=Grade 8 & Administrative Assistant Trainee 2, NS=Grade 10) leading to Administrative Assistant 1, Grade 11, has been approved effective October 31, 2019.
Trainees will be required to take four mandatory courses in the first year of the traineeship and four elective courses in each the second year of the traineeship in four competency areas through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency. All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, SG-11.
For full details on the Administrative Assistant Traineeship program, go to the following link: https://www.cs.ny.gov/ssd/Manuals/SPMM/GIBS/GIB19-07.cfm
70.1 transfer or Reinstatement:
One year of permanent competitive or 55b/c service as an Administrative Assistant 1 OR have one year of permanent competitive or 55b/c service in a title within two salary grades of the target title that is eligible for transfer under Section 70.1 of Civil Service Law.
Reassignment:
Permanent competitive or 55b/c service as an Administrative Assistant 1.
Provisional Appointment:
Eligible for provisional appointment under NYS Civil Service guidelines.
Conditions of Employment:
This will be a permanent or provisional appointment. Candidates should be aware that a preferred list, transfer list, placement roster, and/or reemployment roster of laid-off State employees may be certified against this vacancy by the Department of Civil Service.
Additional Information:
Oswego is committed to enhancing its diversity. SUNY Oswego is an Affirmative Action/Equal Opportunity Employer and is actively engaged in recruiting, supporting, and fostering a diverse community of outstanding faculty, staff and students. We encourage applications from qualified applicants regardless of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim SUNY status, or criminal conviction. Please click here to see our full non-discrimination policy.
In accordance with USCIS regulations, successful applicants must be legally able to work in the United States per the Immigration Reform and Control Act of 1986.
Requests for reasonable accommodations of a disability during the application and/or interview process should be made to the Human Resources Office by calling 315-312-2230 or emailing hr@oswego.edu.
For Campus Safety information, please click here to see the Annual Security and Fire Report (Clery).
SUNY Oswego is a smoke free/tobacco/e-cigarette free campus. Click here for further policy details, including education and cessation resources.
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 Governor's Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.
For more details, reference New York State Department of Civil Service, Job Title Code # 2900100, Administrative Assistant 1 and Grade 11.
If you have any questions about the position, please call or e-mail:
Human Resources
315-312-2230
HR@oswego.edu