Secretary 2 - Finance & Management - Employment Opportunity: The College at Brockport

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Secretary 2 - Finance & Management - Employment Opportunity

Office of Finance and Management Secretary 2, SG -15 Full-Time, Contingent/Permanent Monday - Friday, 8:00 am to 4:00 pm Line #: 16028

Salary:  $51,558

Eligible applicants must meet all of the minimum requirements listed below.  Incumbent is immediately reachable.

Position Summary:

Reporting to the Assistant Vice President for Finance and Management, the Secretary 2 provides principal administrative support for the Offices of Finance and Management, Campus Services, Budgeting and Student Accounts and Accounting.

Essential Functions:

Provides administrative and clerical support to the AVP for Finance & Management and the Budget Office.

Reviews incoming correspondence and reports to determine their significance   Makes recommendations to managers or refers to appropriate persons for reply.

Answers AVP and Budget Office phones and departmental emails, responds to questions concerning policies and procedures and refers as appropriate for very technical items.

Prepares responses to letters concerning policies and procedures for the AVP and the Budget Office.

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

Designs, sets-up, enters and maintains files, records and spreadsheets for the AVP and Budget Office.

Uses independent judgement to ensure the leadership team – AVP, Budget Office and Co-chair of JPBC – remain responsive, timely, and accessible to the campus community.

Maintains and updates the web sites for Finance & Management, Budgeting Office, Internal Controls and Joint Planning and Budget Committee. Maintains and updates learning management systems or content management systems such as Blackboard. 

Manages all funds received and prepares deposits for the AVP of Finance plus Procurement and Payment and Budget Offices.

Manages the purchasing of departmental office supplies and equipment. 

Manages and schedules office equipment repair.

Coordinates and organizes campus-wide meetings, contacts and schedules internal and external attendees, trainers and representatives, determines catering menus, coordinates and schedules dates, rooms and equipment, and prepares all necessary paperwork. 

Manages the calendars of the AVP for Finance and Management, and the Budget Office.

Uses independent judgment to ensure the leadership team remains responsive, timely and accessible to the campus community.

Manages, monitors and reconciles all Finance Management Office State, BASC, IFR and Foundation accounts.

Arranges, coordinates and processes travel and training registrations and requirements for the AVP of Finance and the Budget Office.  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 staff in the Finance Management Office. Records and distributes minutes for several highly confidential departmental, policy and committee meetings each week.  Implements meeting action items.

Provides support to the following committees and subcommittees:  College’s Joint Planning and Budget Committee, Investment Fund Subcommittee, and the Campus-Based Fee Review Subcommittee:

Making room reservations for meetings

Send member emails

Making Room Reservations

Maintaining/updating email list

Assisting with year-end member survey in MachForms

Sending Call Letters

Posting items to website

Posting items to Blackboard

Receive regrets prior to meeting Document meeting attendance

Record meeting minutes

Transcribe and disseminate meeting minutes

Tallying and recording votes at meetings

Making and maintaining name tents for meetings

Setting up meeting room (tables & chairs, computer, PowerPoints, etc.) in advance of each meeting

Updating member access to Blackboard site

Emailing agenda and other items to guest attendees (they do not have access to these items in Blackboard)

Proofreading and correcting items before distribution (roster, agenda, and handouts/materials created by others)

Ensure Co-Chairs are aware of any follow-up items or any needed campus communication

Sending out emails to IF applicants, including invitations to submit full applications, award notifications, notice to submit 6 month & 12 month completion reports, and reminders/overdue notices

Fielding email/phone calls from applicants/awardees

Updating application spreadsheets

Assisting with compilation of reports

Assisting with creation/use of MachForms for applications and progress/completion reports

Assisting with applicant survey in MachForms

Minimum Qualifications:

Candidates must have permanent appointment in a Secretary 2 classified position, or be transfer eligible to a grade 15 Secretary 2 title, or be reachable for appointment on the current NY State Civil Service Secretary 2 list - full time – Brockport location.

How to apply:

Please submit your application, cover letter, resume and contact information for three professional references at by September 20, 2019.

New York State Executive Order 161

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 via email at

Equal Employment Opportunity/Affirmative Action Employer/Diversity Statement

We are part of an academic community committed to fostering integrity, civility, and justice. We affirm that the dignity of our Brockport community is protected when free speech, academic freedom and individual rights are expressed within a climate of civility and mutual respect. Striving to learn from each other, we value human diversity because it enriches our lives and it is fundamental to the College’s commitment to teaching, learning, scholarship and service leading to student success.

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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