Position Details
Budget Title
Administrative Assistant 1 (NY HELPS)
Campus Title
Administrative Assistant 1 (NY HELPS)
School/Division
Finance and Management, Division of
Department
Purchasing and Accounts Payable Office
Salary Level
SG011
Salary Range
$40,391-$47,695
Position Effort
Full-Time
Position Summary
The Administrative Assistant 1 provides administrative and operational support to the Purchasing and Accounts Payable Office. This position serves as a primary resource for campus departments, vendors, and external stakeholders by providing guidance on procurement policies, procedures, and systems. This position is responsible for processing purchasing transactions, maintaining procurement records, supporting departmental purchasing activities, and ensuring compliance with SUNY and New York…
State requirements. The position supports customer service, budget management, and office operations, while contributing to a collaborative and inclusive campus environment.
Hours for this position are 8:00 a.m. to 4:30 p.m. Monday through Friday
Salary $40,391-$47,695
Major Responsibilities
Procurement and Purchasing Operations
- Process purchase orders, change notices, and related procurement transactions utilizing SUNY web applications, the campus e-procurement system, and OnBase.
- Procure technology equipment and related items through approved online vendors and procurement channels.
- Complete vendor credit applications as required to facilitate purchasing transactions.
- Prepare and submit tax-exempt forms for vendor records and purchasing purposes.
- Perform procurement card (P-Card) purchases on behalf of campus departments when necessary and ensure compliance with purchasing guidelines.
- Reconcile procurement card statements and maintain required supporting documentation.
Customer Service and Campus Support
- Serve as the primary point of contact for the Purchasing and Accounts Payable Office.
- Provide guidance and assistance to faculty, staff, and vendors regarding procurement rules, regulations, policies, and processes.
- Assist campus users with the electronic procurement system and related purchasing applications.
- Respond to vendor inquiries and assist vendors with maintaining information within the New York State Financial System (SFS).
- Answer questions related to rental car accounts and procurement procedures.
- Assist campus departments with vendor creation and maintenance in Red Dragon Depot and the New York State Financial System.
Budget Monitoring and Financial Support
- Oversee Central Stores supply purchasing activities.
- Monitor Central Stores expenditures and provide budget oversight.
- Reconcile purchases against operating budgets to ensure fiscal responsibility and accuracy.
- Prepare and distribute Central Stores reports to the Business Office for departmental recharge processing.
Records Management and Compliance
- Scan, index, and maintain procurement-related documents within OnBase.
- Ensure procurement records are maintained in accordance with New York State audit and record-retention requirements.
- Maintain organized and accurate purchasing files and documentation to support audit readiness and compliance.
Systems Administration and Office Operations
- Act as backup to the Business Office AA1 to collect, sort, date-stamp, prioritize, and distribute incoming Purchasing and Accounts Payable mail.
- Act as a backup administrator and trainer for the Red Dragon Depot electronic procurement system.
- Assist with system-related support and training activities as assigned.
- Support office operations by assisting other Business Office/Purchasing and Accounts Payable staff during absences, peak workloads, and special projects.
- Attend professional development programs, including diversity, equity & inclusion training.
Required Qualifications
Appointment to this position could be a permanent competitive appointment or a permanent non-competitive appointment.
Non-Competitive Appointment Option (NY HELPS): Six months to two years of experience in administrative support depending on level (Trainee 1, Trainee 2, or full Administrative Assistant 1). Substitution: Certification or associate’s degree in office administration or related field substitutes for two years of experience.
Preferred Qualifications
- Experience in purchasing or business services.
- Experience with SUNY systems (e.g., FMS, OnBase, BI, procurement systems).
- Strong customer service background.
- Experience handling confidential information.
Knowledge, Skills & Abilities
- Strong written and verbal communication skills.
- Excellent attention to detail and accuracy.
- Ability to manage multiple tasks and deadlines.
- Strong organizational and record-keeping skills.
- Ability to work independently and as part of a team.
- Problem-solving and critical-thinking skills.
- Ability to use Microsoft Office, spreadsheets, and data-entry systems.
