Office Assistant 2 Vacancy in Facilities and Planning: The College at Brockport

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Office Assistant 2 Vacancy in Facilities and Planning

Facilities and Planning OFFICE ASSISTANT 2, SG-09 Full Time, Contingent Permanent Monday - Friday, 8:30 am to 4:30 pm

Position Summary:

Reporting to the Assistant Director of Physical Plant, this position serves as support staff for units Campus Service Center and Facilities and Planning. Work consists of day to day activities of the department, which includes but not limited to all aspects of customer service, sign orders and bill backs, data entry, development of simple reports, work order data maintenance and input, Cellphone management in Facilities and Planning. Will provide front line support by way of data management; address simple inquiries and the maintaining of proper records.

Essential Functions:

Supervision/Customer Service

•Provide coordination and oversight of daily activities of the F&P Service Center. Coordinate assignment of duties and performance standards of assigned staff and continually work to improve office procedures and efficiencies. Assist in monitoring staff performance. Will provide all aspects of supervision as described in Occ. Code 2581200, Office Assistant 2 job standards.

•Assure necessary coverage for assignments and office.

•Resolve complaints and problems.

•Provide office support by serving as front line staff (monitor phones; two email accounts; submitted online forms; supplies information and answers basic college maintenance related questions).

•Maintains a positive image ensuring we are providing a welcoming atmosphere.

•Receive, coordinate and distribute service requests utilizing Computerized Maintenance Management Software (CMMS).

•Administer rental vehicle program. Correct data control, answer inquiries, coordinate rental arrangements. Must understand and comply with NY State Department of Motor Vehicle, and SUNY policies and procedures.

•Administer and resolve telephone and electronic communication programs for assigned staff within Facilities and Planning.

•Distribution of physical building and room keys. Maintain proper records. Coordinate billing records for Procurement unit with Facilities and Planning.

•Properly communicates to leadership of any pertinent updates that can impact delivery of services

•Assist in the development of training documents.


•Under general supervision, assist in upkeep of systems and programs used.

•Assist in training staff.

•The design and development of reports utilizing a CMMS system, Maximo, Footprints and PetroVend systems as necessary for management review.

•Working knowledge of several systems: NYS Department of Motor vehicles and CMMS (Computerized Maintenance Management System).


•Adhere to College internal control policies.

•Provide support for campus events such as, commencement, open house, homecoming, student orientation and events and activities related to student success. Keep the College abreast of utility outages and other disruptions via email.

Professional Development

•Engage in appropriate professional development programs to remain current in the field and to be able to accurately advise employees.

•Attend departmental meetings.

•Serve on various committees, as needed.

Minimum Qualifications:

One year as an Office Assistant 1; or one year of permanent service in clerical or keyboarding title allocated to Grade 5 or higher. Candidate must have permanent appointment in an Office Assistant 2 classified position (or be eligible for transfer) or be reachable for appointment on the current NY State Civil Service eligible list for Office Assistant 2, full-time, Brockport location.

Preferred Qualifications:

The ideal candidate will have experience using Microsoft Office software including Word, Excel, Access and Outlook; exceptional customer service skills; strong interpersonal skills and the ability to work as part of a team; strong written and verbal communication skills; effective interpersonal skills; excellent attention to detail.

Demonstrated effective supervisory relationships; ability to work independently; ability to multitask; organization and problem solving skills.

How to apply:

Please submit your application, cover letter, resume and contact information for three professional references at by March 2, 2018.

Employment at The College at Brockport is contingent upon the successful completion of a background check and final budgetary approval.

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

The College at Brockport, State University of New York is an AA/EEO/ADA employer. The College actively seeks applications from women, veterans, individuals with a disability, members of underrepresented groups or anyone that would enrich the diversity of the College.


Gloria Lear,

Human Resources

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