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Campus Title: Office Assistant 2 (NY HELPS)

State Title: Office Assistant 2

Department: Business Office

Bargaining Unit: CSEA-ASU; view our units state benefits summary here (https://www.suny.edu/media/suny/content-assets/documents/benefits/benefit-summaries/UUP-FT-Benefits-at-a-Glance-Jan-2025.pdf) !

Professional Rank and Salary Range: SG-9; $42,641

Duration: Calendar Year (this position works year-round)

Important Notice for those appointed under 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 maybe 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. Applicants active on corresponding Canvass list will hold preference over NY HELPS temporary appointments. At this time, agencies may recruit and hire employees by making temporary appointments. At a future date to be determined by Civil Service, 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.

Brief Description of Duties:

SUNY Morrisville is seeking an Office Assistant 2 to support our Business Office. Office Assistant 2's directly perform the more difficult or complicated clerical processing and office support work for which substantive knowledge of the program area is required.

Non-supervisory positions perform complicated clerical and office support activities that require substantive knowledge of the program and/or of the program's governing laws, rules, or regulations. Such laws, rules, or regulations may be subject to frequent change. Incumbents typically handle sensitive applications, requests, or inquiries in which management or executive staff may be contacted or interested. They process applications or requests that do not meet normal parameters and may require additional research and consultation with higher level staff. They also perform activities that may require coordination with internal or external parties.

Primary Responsibilities include but are not limited to:

+ Processing invoices for approval giving priority to discount vendors. This includes ensuring all documentation needed is complete and invoice has been signed for approval.

+ Follow up with Fund Custodians/approvers to ensure payment is processed within 1 month from the date of service for the non-discount vendors. Statement details need to be reviewed even though statements cannot be used as pay documents. Contact vendors with invoices received after 1 week from date to correct address or determine delay.

+ Key invoices in SUNY web system and create folders with matching voucher with IDL's.

+ Pay when appropriate with PCard; within value limits and when vendor does not charge a fee. Reconciling PCard in a timely manner when statement is released. Providing proper documentation to support the purchase with submission of reconciliation for sign off.

+ Process Travel advances and vouchers. Process Travel and NET Cards statements after Accountant signs off on them.

+ Coding JP Morgan statements for NET cards and Travel Cards and securing all documentation required along with compliance to State regulations.

+ Review of the travel vouchers and the coding of the statement in preparation for payment along with ensuring that proper documentation is with the charges.

+ Design clerical processing procedures.

+ Gather, compile, and prepare data from manual or automated files and other sources for various reports, publications, records, or other external or internal communications.

+ Respond to questions concerning the operation of the unit or program area.

+ Write responses to correspondence.

+ Resolve work problems.

+ Review forms and applications and make appropriate determinations.

+ Coordinate arrangements for meetings, courses, and other gatherings arrange for rooms, take attendance, and ensure that appropriate materials and equipment are available.

Job Requirements:

Minimum Qualifications

+ Open-Competitive (Non-NY HELPS Appointed): Promotion: one year as an Office Assistant 1; or one year of permanent service in a clerical or keyboarding title allocated to Grade 6 or higher.

+ Non-Competitive (NY-HELPS Appointed): One year of clerical experience.

Additional Information:

SUNY Morrisville is committed to creating a vibrant community enriched by diverse perspectives, talents and experiences, and prohibits discrimination in employment based on gender, race, ethnicity, nationality, physical capability, age, creed, sexual identity, veteran status, and economic means. We encourage applications from candidates who share this commitment and will contribute to the diversity of our college community. AA/EEO/ADA

In accordance with the "Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act" institutions of higher education are required to prepare an annual report containing information on campus security policies and campus statistics. This report includes statistics for the previous three years concerning reported crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by SUNY Morrisville; and on property within, or immediately adjacent to and accessible from the campus. The report also includes institutional policies concerning campus security, such as policies concerning sexual assault, and other matters. You can obtain a printed copy of this report by contacting SUNY Morrisville University Police at (315) 684-6410, Office of Student Rights and Responsibilities at (315) 684-6070, Office of Human Resources at (315) 684-6038 and or by accessing the following web site: https://www.morrisville.edu/contact/offices/university-police/clery-act