Office Assistant 1 (Business Office)

About SUNY Polytechnic Institute:

Employment is with the State University of New York Polytechnic Institute (SUNY Poly)

SUNY Polytechnic Institute (SUNY Poly) is New York's globally recognized leader in higher education and technology innovation, research and development.  SUNY Poly serves as a major resource for pioneering research and development, technology deployment, education, and commercialization for the international nanoelectronics industry.

SUNY Poly is dedicated to the goal of building a diverse and inclusive teaching, research, and working environment. Potential applicants who share this goal, especially underrepresented minorities, women, persons with disabilities, and veterans are strongly encouraged to apply.

Job Description:

The Office Assistant 1 will be responsible for inputting payment vouchers and payment information accurately. Printing and verifying vouchers before presenting certification, including stamping vouchers paid. Scan all vendor and travel vouchers including their supporting documentation into the network documentation storage.  File vouchers and maintain account payable and travel files.  Help maintain procurement files. Review monthly procurement card certifications submitted to the Business Office by campus cardholders. Request paperwork that was missing from the respective cardholder.  Receive catering invoices from Auxiliary services, distributing them to the responsible department.  Request signatory approval to pay the invoice, event flyer, and list of attendees.  Track invoices in Excel spreadsheet, working with Auxiliary Services regarding outstanding invoices and payment services. Open, date stamp received, sort, and distribute Business Office mail.  Maintain Business Office supply closet, and order office supplies as needed. Other reasonable duties as assigned.

• Data entry of payment vouchers and payment information accurately. Printing and verifying vouchers before presenting certification, including stamping vouchers paid.
• Scan all vendor and travel vouchers including their supporting documentation into the network documentation storage.  File vouchers and maintain account payable and travel files.
• Help maintain procurement files. Review monthly procurement card certifications submitted to the Business Office by campus cardholders. Request paperwork that was missing from the respective cardholder.
• Receive catering invoices from Auxiliary services, distributing them to the responsible department.  Request signatory approval to pay the invoice, event flyer, and list of attendees.  Track invoices in Excel spreadsheet, working with Auxiliary Services regarding outstanding invoices and payment services.
• Open, date stamp received, sort, and distribute Business Office mail.  Maintain Business Office supply closet, and order office supplies as needed. Other reasonable duties as assigned.

Salary: $34,152

Benefits: https://www.suny.edu/media/suny/content-assets/documents/benefits/benefit-summaries/CSEAbenefitsummary.pdf

Please note that this is a temporary provisional appointment, including salary, and is subject to review and approval from the Department of Civil Service and the Office of the State Comptroller and all laws and regulations that may apply. This appointment will be temporary until such time when the incumbent takes and passes the Civil Service Payroll Examination and is reachable. It is possible that another candidate could be eligible while the incumbent is in the position. And that passing the Civil Service Exam is not a guarantee of continued employment.

Requirements:

Minimum Qualifications:

Please note: qualifications for this position may be subject to change. If substitutions for education and/or experience are allowed, this information would be available on the announcement.

You must take and pass a Civil Service examination in order to be considered for this position.

The examination that is used to fill this position is called the Beginning Office Assistant examination. There are no minimum education or experience requirements for this examination.

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.

Additional Information:

Closing date for receipt of applications: until position is filled

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 applicant's 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 http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

The 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 College's crime statistics for the past three years; and disclosures regarding the College's current campus security policies. The SUNY Polytechnic Institute Annual Security Report is available in portable document format [PDF] by clicking this link:

https://sunypoly.edu/sites/default/files/Clery Report 2023 - Utica[83].pdf

Inquiries regarding the application of Title IX and other laws, regulations and policies prohibiting discrimination may be directed to the Title IX Coordinator [email protected] at SUNY Polytechnic Institute. Inquiries may also be directed to the United States Department of Education's Office for Civil Rights, 32 Old Slip 26th Floor, New York, NY 10005-2500; Tel. (646) 428-3800; Email [email protected] .

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 [email protected] .    

Application Instructions:

Persons interested in the above position must submit a resume, cover letter, three references, a diversity statement, along with The SUNY Polytechnic employment application.  In 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 [email protected] or call 315-792-7191.