Civil Service Jobs


Note: Civil Service requires a separate application. (Download and print.)

Administrative Assistant Student Accounts

Full-time, Grade 12, Provisional

35 hrs/ week, 12 months/ year

Entry level rate: $ 27.31

Distinguishing Features of the Class: 

This position involves responsibility for office management and liaison work involving the frequent exercise of independent judgment in planning and coordinating the non-technical activities of a department or major unit, or in applying policy. In order to free the time of the department head or administrator, the incumbent will facilitate administrative determinations which have been reviewed and approved. This position is distinguished from Administrative Aide by virtue of the higher level of responsibility and complexity of the work performed. Work is performed under general supervision with wide leeway allowed for independent decision. Supervision is exercised over subordinate employees assigned to the department or unit. Does related work as required. 

Typical Work Activities:

The typical work activities listed below, while providing representative examples of the variety of work assignments in the title, do not describe any individual position. Incumbents in this title may perform some or all of the following, as well as other related activities not described. 

  • Assists administrative superiors in carrying out specialized services of a department or major unit;
  • Schedules staff meetings; 
  • Conducts studies by collecting and compiling data and statistics relating to a variety of purposes; 
  • Submits recommendations for the improvement of procedures and the solution of administrative problems; Conducts correspondence on matters where policies and procedures are defined;
  • Maintains contacts with units within the department and other public and private agencies to assist in solving mutual problems and develop improved services; 
  • Collects and compiles budget data, assists in the preparation of the budget and the maintenance of budget control; 
  • Speaks with office callers, newspaper reporters, salespersons, etc., and furnishes general information about departmental functions and activities; 
  • Reviews mail and processes various requests and claims; 
  • May coordinate and supervise the maintenance of departmental account keeping records, personnel records, and preparation of payrolls; 
  • May supervise inventory control of departmental supplies, equipment, and related records;
  • May utilize data processing equipment in the performance of work assignments; 
  • May interview job applicants, and provide recommendations on hiring and related personnel matters;
  • May provide training to subordinate employees, as needed;

 Full Performance Knowledges, Skills, Abilities and Personal Characteristics: 


  • Thorough knowledge of office terminology, procedures and methods; 
  • Thorough knowledge of Business Arithmetic and English;
  • Good knowledge of the principles and practices of office and personnel management;
  • Good knowledge of the functions of local government and the relationship among departments, and the interaction between public and private agencies; 
  • Working knowledge of the principles and practices of account keeping and budget control; 
  • Ability to train, organize, assign, coordinate, and review the work of clerical subordinates; 
  • Ability to understand and apply complex oral and written directions; 
  • Ability to prepare correspondence and reports; 
  • Ability to secure the cooperation of others and to deal effectively with the public; 
  • Ability to readily acquire familiarity with departmental organization, functions, laws, policies and regulations; ability to use automated office equipment; 
  • Good judgment in solving complex clerical and administrative problems;
  • Initiative and resourcefulness; tact, courtesy, integrity; 
  • Physical condition commensurate with the demands of the position. 


Minimum Qualifications: 



  1. Graduation from a regionally accredited or New York State registered college or university with a Bachelor's or higher level degree in Business Administration, Secretarial Science or a related field, and one (1) year of full-time paid, or its part-time equivalent, work experience in a supervisory secretarial position which involved responsibility for administrative details;


  1. Graduation from a regionally accredited or New York State registered college or university with an Associate's degree in Business Administration, Secretarial Science or a related field, and three (3) years of full-time paid, or its part-time equivalent, work experience as defined by the limits of A above;


  1. Graduation from high school or possession of a high school equivalency diploma and five (5) years of full-time paid, or its part-time equivalent, work experience as defined by the limits of A above; 


  1.  An equivalent combination of training and experience as defined by the limits of A, B and C above.



A commitment to SUNY Ulster’s Diversity, Equity and Inclusion Mission and Objectives of providing quality programs and services for a culturally, socio-economically, ethnically, and academically diverse community; qualities to work effectively and with sensitivity in a multicultural environment; awareness of and commitment to the needs of non-traditional and/or re-entry students and individuals with diverse abilities and interests.

 Work Schedule:


Monday – Friday 8:30 am - 4:30 pm


  Additional Information:


SUNY Ulster offers a competitive benefits package including medical, dental, and vision, NYS Retirement Plan, SUNY Perks, tuition waivers, including dependent waivers, and tuition assistance.


In addition, CSEA covered members receive, on an annual basis: 10 vacation days, 12 sick days, 5 personal days, and 15 holidays including 4 floating holidays. CSEA covered members who are required to work on a Holiday will be compensated at the overtime rate for all hours worked and in addition, shall be given commensurate time off. 


Application Process:

The position is open until filled. However, to ensure consideration, application materials should be received by 4:00 pm on February 29, 2024 to be given priority consideration. SUNY Ulster reserves the right to close, continue, cancel, postpone or restart the recruitment at any time.

Applicants must submit the following materials to be considered for the position:

  • Cover Letter/ letter of interest
  • Resume
  • Contact information for three references

To apply for this position, please visit our application page at Application for Administrative Assistant in Student Accounts

Please submit only materials requested. All documents included in your application file become the property of the College. Applicants who fail to submit all required materials will not be considered. 

We invite you to be part of a dedicated community of learners in an academic department that puts students first. Please go to for additional campus community information.

SUNY Ulster is an Affirmative Action/Equal Opportunity Employer. The college encourages applications from all qualified applicants. This position is contingent upon adequate funding. Offer and assignment of employment is subject to verification of all information provided on the employment application, credentials, transcripts, fingerprint check, verification of the right to work in the United States and all other required pre-employment conditions are met.

Applicants who are protected under the Americans with Disabilities Act and who, due to a disability, require accommodations for completing the application process, testing (if required for the position), or the interview, should notify the Human Resources Office 10 working days before the accommodation is required.

Neither the smoking of tobacco (nor other substances) nor the use of electronic vaporizers is permitted on the campus grounds.

SUNY Ulster does not reimburse applicants for travel, lodging or any other costs incurred by applicant to attend interviews. All interviewing costs incurred will be the responsibility of the applicant. Meeting the minimum qualifications does not guarantee an interview. Internal applicants are not guaranteed an interview.

Conditions of Employment

*This position is considered “Competitive” under the regulations of Civil Service. The successful candidate hired will need to take the civil service exam as soon as it is offered by the county and will be required to be reachable on the Certification of Eligible List.

This position is in the Civil Service Employee Association, Inc., Local 100, AFSCME, AFL-CIO bargaining unit. 

Employment with SUNY Ulster is not complete or official until applicants meet all pre-employment requirements. All new employees are required to submit proof of eligibility to work in the United States. Employees must submit fingerprints for the New York Department of Justice clearance. All positions are contingent upon adequate funding.





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