Office Assistant 2

Job Details

Position Details

Position Information

Budget Title
Office Assistant 2

Campus Title
Office Assistant 2

School/Division
Finance and Management, Division of

Department
Transportation Services

Staff Sub-Type
Staff & Administration

Salary Level
SG009

Salary Range
42641

Salary Determination
Starting salary rates are based on negotiated labor contracts.

Position Effort
Full-Time

Position Summary
The Office Assistant 2 serves as the primary operational coordinator for SUNY Cortland’s fleet operations. This role is responsible for balancing front-facing customer service with technical coordination, overseeing driver eligibility, charter scheduling, and daily staff assignments. The office assistant monitors fleet efficiency via GPS, manages procurement and fuel accounts, and supports mail distribution to maintain consistent campus connectivity.

Salary: $42,641

A full-time Office Assistant 2 position supporting the Transportation/Central Receiving Office, working Monday through Friday with Saturday and Sunday pass-days. Hours will be 7:00 a.m. to 3:00 p.m. and may be adjusted based on operational need.

What makes SUNY Cortland a great place to work?
• Our positions provide predictable salary progressions, and many offer permanency.
• Generous benefits include health, dental, and vision insurance, various retirement program options, paid family leave and/or parental leaves, flexible spending and dependent care accounts, long term disability and tuition reimbursement.
• SUNY Cortland prioritizes work-life balance and well-being in all forms. The university’s state-of-the-art Student Life Center is free for employees to use, with membership options for families. SUNY Cortland’s Child Care Center welcomes the children of employees and community members, as space allows. Alternate work schedules are available with a supervisor’s approval.
• Professional development opportunities exist through training, continuing education programs, tuition reimbursement and conference travel, based on funding.
• Cortland County and surrounding areas offer easy access to arts, entertainment, outdoor recreation and much more. Experience Cortland dives deep into the region’s offerings

Major Responsibilities

Administrative Support

• Serve as the principal office contact to answer phones, take messages and/or direct calls as needed.
• Coordinate and design clerical processing procedures, including the collection, compilation, and preparation of data from manual and automated systems.
• Prepare or assist staff with the preparation of various reports, records, publications, or other external or internal communications.
• Review student driver applications and make appropriate determinations regarding eligibility to drive fleet vehicles.
• Maintain records of bus usage, fuel usage, mileage, stops, riders, etc. by performing calculations and computations, using known and standard formulas and methods.
• Perform various administrative tasks such as scanning documents and verifying the accuracy of data from scanned documents.
• Respond to questions concerning the operation of the transportation department.
• Plan, receive, process, and schedule charter bus service to Raquette Lake or other destinations as requested.
• Take periodic physical inventory and maintain perpetual inventory records.

Logistics Coordination

• Coordinate and schedule daily assignments for transportation staff to maximize the efficiency of the campus fleet and bus services.
• Administer bus requests from campus clubs and departments by receiving, processing, and assigning appropriate fleet vehicles.
• Monitor the bus fleet using global positioning applications and devices to update the campus community on delays, shortages, and other fleet issues.
• Review drivers’ reports of vehicle malfunctions and communicate minor repairs and routine servicing to facility mechanics.

Budget and Procurement

• Monitor and update fleet fuel management credit cards, EZ pass and AAA cards.
• Provide the budget office with monthly transportation re-charges.
• Receive, prepare, and process purchase orders.
• Assist in ordering Facility Operation Services uniforms, pants and boots yearly or as stated.

Mail Operations

• Operate a SUNY Cortland fleet vehicle to pick up and deliver mail as needed.
• Receive, pick up, deliver, open, appropriately record, time stamp, sort, and distribute mail including bulk mailing.
• Process outgoing mail by inserting letters into envelopes, sealing envelopes, and applying correct postage.

Functional and Supervisory Relationships
• Reports to Associate Director Facilities Operations and Services
• Works closely with Fleet Services staff

Required Qualifications
Appointment to this position could be a permanent competitive appointment or a permanent non-competitive appointment.

Appointment Options:

1. Permanent Competitive

Eligible List Appointment: Candidates must be reachable on the Civil Service eligible list for this title. If you are on the Civil Service eligible list for this title, you may receive a canvass letter via email. You must record your response via NY.gov and follow instructions in the canvass email.

Section 70.1 Transfer: Candidates must have one year of permanent competitive or 55b/c service in one of the following titles: Administrative Assistant 1 series, Office Assistant 2 series, Library Assistant 1 and/or Payroll Assistant.

2. Non-Competitive Appointment Option:
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 a future date (within one year of permanent appointment), employees hired under NY HELPS will have their non-competitive status converted to competitive status, without having to compete in an examination. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

NON - COMPETITIVE QUALIFICATIONS - To be considered for appointment through NY HELPS, or 55 b/c, candidates must meet the open-competitive minimum qualifications for this position. The qualifications are: One year of experience where most work time is spent performing activities related to keyboarding, mail receipt, mail distribution, and clerical duties.

Preferred Qualifications

• Strong customer service skills
• Experience handling confidential information
• Proven experience in fleet management, dispatching, or complex scheduling of personnel and vehicles.
• Familiarity with Department of Transportation regulations, driver safety standards, and commercial bus operations.
• Experience with basic bookkeeping, processing purchase orders, and managing corporate credit cards (fuel/toll cards).

Knowledge, Skills & Abilities

• Strong written and verbal communication skills
• Attention to detail and accuracy
• Ability to manage multiple tasks and deadlines
• Strong organizational and record-keeping skills
• Ability to work independently and with a team

About the University
A top public university of approximately 6,600 students located in the geographic center of New York State, SUNY Cortland provides accessible, affordable education to students from across the U.S. body. One of 13 comprehensive universities in the State University of New York system, SUNY Cortland prides itself on its rigorous undergraduate and graduate programs in the liberal arts, sciences, education, and professional studies. For more than 150 years, SUNY Cortland has provided unmistakable value for students seeking a well-rounded academic, athletic, and social experience. The University ranks among the top campuses in the nation on Money magazine’s “Best Colleges for Your Money List,” fields a powerhouse Division III athletics program and boasts an impressive network of alumni making a difference in education, business, government, fitness, medicine and many other fields.

EEO Statement
The State University of New York at Cortland is an Affirmative Action/Equal Employment Opportunity/Americans with Disabilities Act (AA/ EEO / ADA ) employer. The university actively seeks applications from women, veterans, individuals with a disability, members of underrepresented groups or anyone that would enrich the diversity of the university.