Location: Syracuse, NY Category: Support Staff Posted On: Tue Nov 25 2025 Job Description:
Budget Title: Administrative Assistant
Campus Title: Administrative Assistant
Unit: University Police Department
Professional Rank and Salary Range: Administrative Assistant 1 SG-11; Trainee 1 & 2 (NY HELPS)
Salary: $40,391-$47,695 annual (NOTE: current salary or reconstructed salary for state employees in accordance with NYS Audit and Control.)
Job Summary:
Under the direction from the Chief of Police, the Administrative Assistant works independently to oversee administrative activities of the department. including handling highly sensitive and confidential files, reports, and incoming correspondence; assuring electronic and paper file management; maintaining calendar and appointment schedule and; coordinating and arranging meetings.
Primary Responsibilities:
Serves as initial point of contact and resource for students, faculty, staff, and visitors during the daytime hours for Parking services and Police Administration
Provides information and makes referrals as appropriate.
Handles confidential information including correspondence and documents.
Operates office equipment, computer systems and desktop as required for office projects.
Maintains and regularly updates campus parking and college key records
Issues Parking passes to students, employees, and for events
Campus Work orders (Facilities) Create Purchase Requisitions/Purchase Orders/use of Jaegger
Issues campus notices for Dome events
Moinitors parking@esf.edu
Maintain and replenish office supplies
Deliver and file department timesheets to payroll
Coordinate calendars for the Police Chief
Update and create new department forms and memos
Resolve training/traveling expenditures
First point of contact for Chief of Police
Update calendar with schedules events to assist in determining staffing needs and departmental situational awareness
Perform room reservations for Department
License Event Notification (DMV) Service Coordinator
Liaison with Syracuse University Parking services
UPD liaison with Special Events team to coordinate needs from UPD to assist with managing shared calendar of same
Decision-maker for Student Health parking exceptions and has access to PHI
Filing of Crime reports and non-criminal reports gives her access to PHI as well
All other duties within the NYS Civil Service Classified Standard
Job Requirements:
Appointment to this position could be a permanent competitive appointment or a permanent non-competitive appointment.
Permanent Competitive Appointment Options:
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 to Administrative Assistant 1, SG 11: Candidates must have one year of permanent competitive or 55b/c service in a title SG-09 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory and elective core coursework through the NYS CSEA Partnership website.
Section 70.1 Transfer to Administrative Assistant Trainee 1, SG 8: Candidates must have one year of permanent competitive or 55b/c service in a title SG-06 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.
Section 70.1 Transfer to Administrative Assistant Trainee 2, SG 10: Candidates must have one year of permanent competitive or 55b/c service in a title SG-08 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory core coursework.
For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website: https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm
For information regarding the Administrative Assistant Traineeship mandatory and elective coursework, please visit the NYS & CSEA Partnership website: https://nyscseapartnership.org/administrative-assistant-traineeship
Candidates appointed at the trainee level will be required to successfully complete the traineeship to advance to the full performance level title and salary.
$40,391 (Trainee 1- NS equated to SG-8)
$45,081 (Trainee 2- NS equated to SG-10)
$47,695 (Full Performance level SG-11)
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 non-competitive minimum qualifications for this position.
This position may be designated 55 b/c and is subject to verification of applicant eligibility.
The qualifications are:
Administrative Assistant Trainee 1 ( Salary Grade 8 $40,391):
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. Upon satisfactory completion of all mandatory core coursework as a Trainee 1, you will automatically advance to Trainee 2.
Administrative Assistant Trainee 2 ( Salary Grade 10 $45,081):
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. Upon satisfactory completion of all mandatory and elective core coursework, you will advance to the full level of this title without further examination.
Administrative Assistant 1, Salary Grade 11 $47,695:
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.
Substitution:
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.
May be filled from a mandatory reemployment list if one is in effect at the time of appointment.
Any resumes received that do not meet the above requirements as described will be deemed unqualified.
Operational Needs: 8:00 a.m. - 4:30 p.m.
Preferred Professional Qualities
Familiarity with Banner
Proficiency in Microsoft 365 Office Suite (Word, Excell, Outlook, Teams, PowerPoint)
Previous experience in an administrative role within higher education desirable
Strong interpersonal, oral/written communication. organizational. and administrative skills
Ability to work independently and collaboratively in a team environment
Aptitude to quickly learn new software and systems
Experience with T2 UPSafety Parking Software
Experience with Argos
Additional Information:
In accordance with the "Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act" institutions of higher education are required to prepare an annual report containing information on campus security policies and campus statistics. This report includes statistics for the previous three years concerning reported crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by SUNY-ESF; and on property within, or immediately adjacent to and accessible from the campus. The report also includes institutional policies concerning campus security, such as policies concerning sexual assault, and other matters. You can obtain a printed copy of this report by contacting SUNY-ESF University Police at 315-470-6667 or by accessing the following web site: https://www.esf.edu/safety/annual-security-reports.php
SUNY ESF is a Smoke and Tobacco Free campus and is dedicated to providing a healthy and safe environment for the entire campus. For more information you can visit our Tobacco and Smoke Free Policy at https://www.esf.edu/employees/policies/policy-smoking.php
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 info@goer.ny.gov.
