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Review Vacancy

Date Posted 01/25/23

Applications Due02/06/23

Vacancy ID122546

AgencyTransportation, Department of

TitleAdministrative Assistant 1/ Administrative Assistant Trainee 1/Trainee 2

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $36964 to $53490 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 5%

Workweek Mon-Fri

Hours Per Week 37.50

Workday

From 8 AM

To 4 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address Office of Fleet Administration and Support

50 Wolf Road

City Albany

StateNY

Zip Code12232

Minimum Qualifications To be considered for permanent appointment, candidates must be reachable on the current Civil Service Secretary 1 eligible list or be eligible for reassignment or transfer in accordance with Civil Service Law. If you are not serving in an appropriate keyboarding title, you must pass a keyboarding test prior to appointment.

Duties Description The incumbent will be required to perform tasks which fall into four broad categories: communication, coordination, organization, and records maintenance. Within these categories, Administrative Assistants perform a variety of tasks which enable managers and program staff to accomplish the mission of the agency.

• Responsible for providing administrative assistance directly to the Assistant Director and Director of Fleet Administration and Support including organizing correspondence with regional Fleet shops, scheduling and coordinating meetings, agendas, meeting minutes and ensuring after action items are followed up.

• Responsible for the Fleet Administration and Support SharePoint site updates.

• Responsible for the recruitment calendar, follow up with schools and outreach event coordination.

• Assist, when necessary, on the Statewide Financial System transactions-including Travel expense reports, preparing Pre-Travel Authorizations and Budget Funding Attachment.

• Assist with special projects including data collection/coordination, running and reconciling reports, and
distribution as necessary.

• Responsible for keeping track of outstanding purchases/procurements.

• Responsible for assisting the Statewide coordinators on contract renewals.

• Assist with the coordination and keeping track of attendees for ongoing trainings.

• Responsible for collection of data and information from the regional locations for Project implementation such as VOIP/WiFi.

• Provide guidance to our regional managers concerning the allocation of funds, such as facility funding awarded and keeping track of the status of the projects as well as the ongoing tracking of spending.

ADMINITRATIVE ASSISTANT TRAINEESHIP-COURSEWORK REQUIREMENT

Trainees will be required to take eight courses, four mandatory and four electives, in the following administrative
support competencies:

• Computer Skills and Technology
• Interpersonal and Customer Relations
• Professionalism and Self-Management
• Verbal and Written Communication

Trainees will be able to take these competencies through The NYS & CSEA Partnership, either through classroom or online training and webinars, or equivalent offering through another entity as determined by the Agency.

The following four administrative support core courses are mandatory and should be completed before advancement or appointment to Administrative Assistant Trainee 2:

• Microsoft Word Basics
• Customer Service
• Organized Office Worker
• Successful Business Writing

Failure to complete the required Traineeship-Coursework Requirements prior to completion of the traineeship will result in a termination from the position.

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

Additional Comments *Telecommuting: The Department’s current telecommuting agreement is valid through January 31, 2023 and is subject to extension beyond that date.
_______________________________________

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 Office of Employee Relations at (518) 474-6988 or via email at info@oer.ny.gov.

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

Name Office of Fleet Administration and Support

Telephone

Fax

Email Address dot.sm.mo.operations.personnel@dot.ny.gov

Address

Street Office of Fleet Administration and Support

50 Wolf Road, POD 5-3

City Albany

State NY

Zip Code 12232

 

Notes on ApplyingQualified candidates should submit a letter of interest and a current resume, titled by last name, with the Notice Number MO-23-49 and last name in the subject line and referenced in the letter of interest no later than February 6th 2023.

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