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Review Vacancy

Date Posted 05/13/22

Applications Due05/23/22

Vacancy ID104832

AgencyTransportation, Department of

TitleOffice Assistant 2 (Region 10)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade09

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $37507 to $46103 Annually

Employment Type Full-Time

Appointment Type Provisional

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Suffolk

Street Address 250 Veterans Memorial Highway

City Hauppauge

StateNY

Zip Code11788

Minimum Qualifications To be considered for permanent appointment, candidate must be reachable on the current Civil Service eligible list or be eligible for transfer in accordance with Civil Service Law.

If a viable list does not exist, a provisional appointment may be made in accordance with Civil Service Law. Candidates who accept a provisional appointment must take the next competitive examination and be reachable on the resultant eligible list in order to be considered for permanent appointment to the position. In order to be considered for a provisional appointment you must have one year of permanent competitive service as an Office Assistant, Clerical, or Keyboarding title allocated to Grade 5 or higher.

Duties Description There are two vacant positions:

Under the supervision of an Office Assistant 3, the duties of item #11321’s position include but not limited to:

• Purchase Order Requestor and Invoice Reviewer roles in Statewide Financial System (SFS);

• Enter Purchasing card reconciliation which include invoices from vendors such as UPS, Pitney Bowes, Staples, W.B. Mason, and New York Marking;

• Order ink stamps for program groups;

• Point of Contact for Purchasing questions and issues;

• Respond to audit requests from the Business Service Center;

• Enter regional revenue data in Excel spreadsheet;

• Add new vendors in SFS;

• Handle purchasing and travel card distribution and troubleshoot card issues;

• Process LATS initializations and notify LATS Helpdesk on deactivations;

• Answer general time and attendance questions and assist with time sheet corrections;

• Conduct mailroom duties such as adding postage, logging in packages, and mail distribution;

• Receptionist duties such as greet walk-ins; answer phones; and monitor general Administrative Services email;

• Back-up printer liaison;

• Responsibility will include serving a role within the Incident Command System to support the department’s response to regional and statewide emergency situations.


Under the supervision of the Health Benefits Administrator, the duties of item #11627’s position include but not limited to:

• Knowledge of department software applications: NYSTEP, NYBEAS, HRIS, LATS, Retirement Online, State Financial System (SFS) and other programs and applications relevant to the Administrative Services Unit;

• Maintain medical and personal history files and ensure all filing is current and up to date;

• Create workers compensation, sick leave, FMLA and other notification letters;

• Follow up and complete employment verifications;

• Data entry into HRIS and LATS;

• Independently track leave usage for workers compensation, sick leaves, FMLA, and other medical leaves. Ensure supporting documentation is received by the Administrative services Unit timely and it is appropriately processed and filed;

• Provide back up and support the front desk OA2 with distributing mail and answering the door and incoming phone calls;

• Provide back up and support to the Purchasing unit with checking paper and stamp reserves;

• The incumbent will be expected to work with personal and confidential employees’ records and materials and to maintain a high level of confidentiality and discretion, and the incumbent will be required to answer questions, explain or clarify processes and/or procedures and use independent judgment;

• Responsibility will include serving a role within the Incident Command System to support the department’s response to regional and statewide emergency situations.

Additional Comments All State employees in Executive controlled agencies, who are not subject to a mandatory vaccination requirement shall be tested for COVID-19 weekly unless they are fully vaccinated.

Some positions may require additional credentials or a background check to verify your identity.

Name Administrative Services Office

Telephone (631) 952-6171

Fax (631) 952-6169

Email Address dot.sm.r10.administrative.services@dot.ny.gov

Address

Street NYS Department of Transportation - Region 10

250 Veterans Memorial Highway

City Hauppauge

State NY

Zip Code 11788

 

Notes on ApplyingQualified candidates should complete and send an Application for Employment Part 1 (found at https://www.dot.ny.gov/jobs/applic_employment) along with a resume, transcript, and eligible certificates by 02/16/2022 to:

Email: dot.sm.r10.administrative.services@dot.ny.gov
Fax: (631) 952-6169

Please note the job title and vacancy ID number in the subject line.

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 info@goer.ny.gov.

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