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Secretary 1 - Office of Human Resources - Employment Opportunity

The Office of Human Resources, Secretary 1, SG-11, Full-Time, Contingent/Permanent, Monday - Friday, 8:30 am to 4:30 pm, Line #: 00742

Position Summary:

Provides principal administrative support in an extremely busy office environment that supports the entire campus community, directly reporting to the Assistant Vice President for Human Resources. This position manages the day to day support functions, including administrative support to a core staff of managers as follows: the Assistant Vice President for Human Resources, the Associate Director of HR for HR Operations and Employee Relations, the Associate Director of HR for Benefits, Payroll and Classified Staffing, the Affirmative Action Officer and the Employee Relations Specialist. This position increases and enhances the effectiveness of this core management staff; establishes, maintains, and coordinates the operations of the offices; carries out significant day-to-day administrative support activities central to accomplishing the work of the organization. The nature and variety of the activities include routine and often urgent communications with major internal and external stakeholders (e.g. faculty, staff, and alumni).   

Essential Functions:

Manages and supports the calendars and schedules for the AVP for Human Resources, both HR Associate Directors, the Affirmative Action Officer and the Employee Relations Specialist; uses independent judgment to allow the AVP and senior management to remain responsive, visible, timely, and accessible to all audiences.

Manages, monitors and reconciles budget accounts for Human Resources: HR Budget, Campus-Wide Training account,  ADA Compliance account and Staff On-Boarding;  Affirmative Action account, Payroll account, and BASC accounts: Affirmative Action, Annual Employee Picnic, Employee Health and Wellness, Human Resources – Posting, College Recognition Dinner and Training Workshops. 

Coordinates and completes recruitment and selection paperwork associated with HR processes.

Prepares more than 1500 offer contracts, prior service, renewals, separations and status change letters for over 50 different types of appointments annually. Exercises independent judgement to determine letter content and details.  Completes UP3 forms for professional and academic faculty appointments. Tracks details for the bi-annual UUP Professional Requests for Promotion or Salary Increase; prepares and mails individual letters for each determination.

Distributes new employee contract letters using the campus-wide applicant tracking system.  Also, manages new employee statuses in the EagleEmploy Applicant Tracking System and assures that new employees can accept their contracts electronically.  Responds to questions and concerns when processes are delayed, and assists new employees through the electronic process.

Distributes appropriate copies of appointment forms and/or contract letters to employees, appropriate campus community members, and HR staff (Benefits, Payroll, Personnel files).

Manages the hiring process, supervision and training of student workers; prepares schedules and approves time sheets. Monitors Student Work Study balances to ensure the amounts allocated are maintained.  Assigns hours to each area and tracks student hours throughout the academic year.

Coordinates and organizes campus-wide training events: contacts and schedules internal and external speakers, trainers and representatives; determines catering menus; coordinates and schedules dates, rooms and equipment; arranges travel for external trainers; prepares all necessary paperwork. 

Arranges, coordinates and processes travel and training registrations and requirements for all Human Resources, Affirmative Action and Payroll/Benefits staff.  Makes hotel reservations, processes individual credit card transactions, completes personalized schedules for conferences, and reserves vehicles.  Creates attendee folders for each travel arrangement which includes tax exempt forms, maps, agendas and schedules. Receives receipts for all travel expenses and processes travel vouchers and mileage forms for reimbursement.  Manages and tracks professional development training for all Human Resources, Affirmative Action, and Payroll/Benefits staff.

Gathers data relevant to complex or unusual inquiries in order to provide a basis for a reply or a decision and/or draft the reply. (i.e., Researches problems and gathers all necessary information to answer questions raised. Decides which program staff must be consulted to verify information. Traces transactions as far back as necessary to insure that all collected information is accurate. Prepares response to correspondence and submits to manager for review.)

Answers the telephone, responds to questions concerning policy or procedures and refers calls to appropriate staff members for very technical information.

Responds to questions concerning programs, policies and procedures. Refers most complex technical questions to the appropriate staff. (i.e., learns and maintains significant knowledge of program areas to respond instantly to a variety of procedural and policy questions. In cases where more detailed answers are required or background-information is needed, researches problems completely with the program staff. If questions are very technical and require interpretation of the program area, refers phone calls or visitors to the correct program staff.)

Reviews outgoing correspondence for proper grammatical usage, clarity, factual correctness, compliance with policy, program information and conformance to instructions. Insures that the appropriate background material is attached.

Designs, sets up and maintains files (including electronic) of correspondence/documents, codes and files material, searches for requested material and periodically purges obsolete materials for storage in records center or for disposal.

Transmits instructions from supervisors to appropriate staff orally, in writing or electronically and follows up to see that instructions are followed and deadlines are met.

Records and distributes minutes for several highly confidential departmental, policy and committee meetings each week.

Completes special projects and tasks as assigned by the Assistant Vice President for Human Resources.

Inventories supplies and equipment, and orders supplies independently for Human Resources, Affirmative Action, Payroll and campus wide programs such as Leadership Development.  Communicates with vendors, and obtains quotes when necessary.

Manages and completes Property Control / Audit for the Office of Human Resources, Affirmative Action and Payroll.  Responsible for inventorying all state owned equipment purchased, reported and valued at less than $5,000. Checks and compares control, model and serial numbers with spreadsheet provided by the state and logs items accounted.  For items that no longer exist, prepares reports categorizing if the items are missing, stolen, surpluses or transferred to another department.  Surplus items require additional paperwork and record keeping.

Minimum Qualifications

Candidates must have permanent appointment in a Secretary 1 classified position (or be eligible for transfer) or be reachable for appointment on the current NY State Civil Service canvass list for Secretary 1 - Full-Time, Brockport location. 

How to apply

Please submit your application, cover letter, resume and contact information for three professional references at jobs.brockport.edu by November 24, 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 info@goer.ny.gov.

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.

contact: Gloria Lear, glear@brockport.edu
submitted: Fri, Nov 9, 2018 by hcunning
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