Administrative Assistant 1/Administrative Assistant Trainee 1/2

Required Qualifications:  As per Civil Service Standards and Specifications.  Must have taken and passed the specific job related Civil Service exam and be reachable on the appropriate Civil Service list.  70.1 Transfers are encouraged to apply.  70.1 Transfer Candidates must have been appointed from a Civil Service List and have served permanently in an appropriate title(s) for one year AND have successfully completed all mandatory and elective core coursework required under the traineeship program.  For 70.1 transfers, a comprehensive list of titles approved for transfer to Administrative Assistant 1/Trainee 1/2 is available through Civil Service GOT-IT available at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.

Appointment may be made at a traineeship level (Administrative Assistant Trainee 1, NS eq. Grade 8, and Administrative Assistant Trainee 2, NS eq. Grade 10 leading to Administrative Assistant 1, Grade 11). Candidates appointed to the Trainee 1 level will be required to complete four mandatory courses during the first year of the traineeship and four elective courses in the second year of the traineeship in four competency areas. Candidates appointed to the Trainee 2 level will be required to complete four elective courses prior to advancing to full title. The courses are offered to CSEA and M/C employees through the New York State & CSEA Partnership. Equivalent coursework may be accepted in lieu of these courses as designated by the agency. Trainees will be able to complete the courses either through classroom or online training and webinars, or equivalent offerings through another entity as determined by the agency.

Keyboarding requirement: Candidates who are not transferring from a keyboarding title must possess adequate keyboarding skills (i.e., the ability to type 30 words per minute with at least 96% accuracy) as demonstrated by passing the Keyboarding Performance Test.

Brief Description of Duties: Ensure the efficient operation of the Financial Aid office by performing a wide range of administrative tasks related to supervision, data entry and imaging, clerical duties, and citizenship verification.

• Supervision of clerical staff and up to 17 student workers:  
  • Assigns work to staff and students.
  • Establishes processes and protocols.
  • Reviews work performance of student and support staff.
  • Determines if any work issues/nature of problems and takes corrective action, when necessary.
  • Provides advice to and assists supervisors in planning, organizing, scheduling, and coordinating work operations and work procedures.
  • Ensures that subordinate staff is trained adequately.
  • Organizes the workflow and training of student employees.
  • Creates schedules.
  • Reviews and approves timesheets.
  • Coordinate job rotation and movement.
  • Weekly training sessions to give our student employees skills they can use in future careers (GROW program).
• Data entry and imaging:    
  • Responsible for implementing software programs such as Nolij and OnBase.
  • Trains all clerical, professional staff members and student employees. 
  • Processes incoming documents.
  • Troubleshoots imaging system issues.
  • Ensures systems are working correctly, and that upgrades are working properly.
  • Creates all paperless forms in the imaging system to provide the staff with tools to make their processes more efficient.
• Clerical duties:     
  • Financial Aid Notary.
  • Responsible for maintaining the office calendar, inventory, postage usage, and ordering all supplies, including computers. 
  • Reviews student eligibility for application fee waivers and the processing of these requests.  Organization of large mailings. Ensures the daily office operations of the office are running smoothly.
  • Assists the director in the reconciliation of the office budget.
  • IT liaison.
• Citizenship completion:   
  • Responsible for completing data match issues. 
  • Trains professional and clerical staff members in the process of completing database matches. 
• Loan Transactions:      
  • Posts all private loan checklists for processing. 
  • Assist in requests for information from all loan lenders.
• Customer Service:     
  • Greets students and parents. 
  • Signs students and parents in to be seen by a Financial Aid Advisor.
  • Monitors the number of customers waiting to be seen and the wait time for each customer.
  • Responsible for requesting extra assistance when needed.
  • Assists students and parents with general financial aid questions and concerns.  
• Other duties as assigned.

Special Notes: This is a full-time position, 37.5 hours per week, Monday through Friday, 8:30 a.m. to 5:00 p.m.  FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.  Internal and external search to occur simultaneously.  Mandatory rehire roster candidates have preference. As per civil service standards and specifications, SG 11 Hiring Rate $44,957, Job Rate $55,093. This position includes location pay of $3,087, annually.

The selected candidate must successfully clear a background investigation.

Resume/CV and cover letter should be included with the online application.

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, if they meet the below NY HELPS minimum qualifications.
NY HELPS Non-Competitive Minimum Qualifications:
Administrative Assistant Trainee 1: High school or high school equivalency diploma.
Administrative Assistant Trainee 2: High school or high school equivalency diploma; and 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 management of an office.
Administrative Assistant 1: High school or high school equivalency diploma; and 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 management of an office.
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.

It is expected that employees hired under NY HELPS will have their non-competitive employment status converted to competitive status in the future, without having to compete in an examination. Employees will then be afforded 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. If you are interested in the NY-HELPS program, or this position, you may reply to this vacancy posting, or you may visit the New York State Department of Civil Service website at https://www.cs.ny.gov/help/ (copy and paste in browser) to register today, in three easy steps.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the university, The Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA .

In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here .

Visit our WHY WORK HERE page to learn about the total rewards we offer.