Administrative Assistant 1 (Trainee 1 / 2) (NY HELPS) - Business Office

SUNY Polytechnic Institute•Utica, NY

4h•Onsite

About The Position

The Administrative Assistant 1 provides essential clerical and operational support within the Business Office, with primary responsibility for assisting accounts payable, travel, and procurement functions. This role supports the accurate and timely processing of invoices, travel documentation, and purchasing activities while ensuring compliance with SUNY, New York State, and campus policies. Serving as a key point of contact for campus departments and vendors, the Administrative Assistant helps coordinate workflows through systems such as Jaggaer and FMS, maintains organized and audit-ready records, and monitors transactions to completion. This position is critical to maintaining efficient, organized business operations and enabling professional staff to focus on specialized financial and compliance responsibilities.

Requirements

Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.
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/or office administration.
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/or office administration.
Certification (e.g., IAAP Certified Administrative Professional) or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.
Reachable on the appropriate Civil Service list.
Current New York State employee with permanent or contingent permanent status as an Administrative Assistant 1, Grade 11, OR: Current New York State employee with one or more years of permanent, contingent-permanent, or 55b/c service in a position allocated to Grade 6 or above, and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant Trainee or Administrative Assistant 1.
Address in their applications their abilities to work with a culturally diverse population.

Nice To Haves

Successfully complete a set training and development program.
Satisfactory completion of a background check; this position may require annual checks.

Responsibilities

Accounts Payable support - verify documentation, track payments, data entry, assist with reconciliation and vendor/constituent follow up while maintaining organized processes and ensuring procurement workflows are efficient, timely, and properly coordinated from initiation through completion.
Travel Processing - verify documentation, track payments, assist with reconciliation, and follow up, facilitating seamless coordination and maintaining workflow to ensure timely and accurate processing.
Procurement Support - Assist with purchasing activities in Jaggaer, monitor requisitions and orders, and coordinate with campus departments and vendors while maintaining organized processes and ensuring procurement workflows are moving efficiently, timely and properly coordinated from initiation through completion.
Customer Service and Communication - Serve as a primary point of contract for the Business Office. Respond to inquiries and provide guidance.
Records Management and Compliance - Maintain organized, accurate and audit-ready financial and administrative records. Provide clerical support, including scheduling, correspondence and workflow tracking to ensure smooth office operations.