Administrative Assistant 1/Administrative Assistant Trainee - Human Resources and Payroll - NY HELPS

Founded in 1835, State University of New York (SUNY) Brockport is an exceptional regional comprehensive public university that offers high-quality undergraduate and graduate degree programs in the arts, business, education, health, humanities, social sciences, and STEM. The University’s curriculum is grounded in the liberal arts and sciences and emphasizes experiential learning.   

Located only a few miles from Lake Ontario in a quaint “Village on the Erie Canal,” SUNY Brockport is conveniently situated between the cities of Rochester and Buffalo — the fourth and second largest cities in New York State. Inspiring excellence through growth, engagement, and transformation is our mission. Join the inclusive community of dedicated faculty, staff, and students who together are Building a Better Brockport!  

SUNY Brockport has a strong commitment to equity, diversity, and inclusion. We are committed to creating a diverse environment and are proud to be an affirmative action equal opportunity employer. We welcome individuality and encourage you to utilize your unique talents and bring your skills as we collaboratively strive to build meaningful lives and vibrant communities.   

This position coordinates and supports the front-end office operations and provides administrative support to the professional staff of the office of Human Resources. Duties include:

• Serves as the key point of contact in the office to answer incoming calls, direct calls and visitors to appropriate point of contact.
• Tracks probationary employees reviews and send reminders to supervisors. Keeps appropriate HR contacts up to date with any concerning reviews.
• Runs report for annual performance programs and reviews for CSEA and UUP employees, reaching out to supervisors who are delinquent and documenting acceptance in the SUNYHR system. Keep appropriate HR contact up to date with any concerns.  
• Tracks annual mandatory trainings in our LEARN system and ensure notifications go out. 
• Sets up new employee personnel files and creates new employee health files. Follows up with new hires on the completion of any outstanding forms.
• Maintains personnel files including active, inactive, pending and retired employees. Maintains I-9 and volunteer appointment files. Completes the annual archiving of previous employees.
• Updates I-9 completion checklist, contacts employees/supervisor who have not completed new hire paperwork before their first day. Continues to follow-up until I-9 is received. 
• Opens and distributes mail for the department, including assisting with certified mail.
• Checks and routes HR office emails to appropriate staff.
• Answers basic human resource questions via phone and walk-ins. Helps employees fill out forms as needed.
• Handles procurement including the purchasing of supplies, inventory, specialty print orders, printer supplies, and equipment repairs. 
• Assists HR operations staff with data entry into SUNY HR, such as processing a new hire into the system, ensuring accuracy and efficient processing. 
• Works with departments to ensure volunteer paperwork is received in a timely manner and contains accurate information and necessary attachments.  Enters and maintains all volunteer data required to appoint volunteers into SUNY HR including demographics, directory, and education.
• Enters information into the pre-employment background investigation system for new volunteers. Monitors SterlingOne for completion and warnings.
• Processes and tracks License Event Notification System (LENS) forms for promotions and new hires.
• Updates I-9 completion checklist, contacts employees/supervisor who have not completed new hire paperwork before their first day. 
• Works with highly confidential and sensitive information. Must ensure employee privacy and confidentiality is maintained to the extent possible.
• Reviews and maintains personnel file retention for the office.
• Ensures all opening and closing the office procedures are followed correctly. 

NON-COMPETITIVE MINIMUM QUALIFICATIONS (NY HELPS):

• 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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.
  
  
• In lieu of two years of experience, certification (e.g., IAAP Certified Administrative Professional) or associate’