Please note: State agencies that contact job applicants do not usually request personal or financial information via text message or over the phone in connection with your response to a job posting. If you are contacted for such information by these methods, or any other method, please verify the identity of the individual before transmitting such information to that person.
Note: For questions about the job posting, please contact the agency that posted this position by using the contact information provided on the "Contact" tab for the position.

Review Vacancy

Date Posted 02/26/24

Applications Due03/07/24

Vacancy ID152071

NY HELPNo

AgencyTransportation, Department of

TitleAdministrative Assistant 1/Trainee 1/ Trainee 2 (formerly Secretary 1) NY HELPS Region 5

Occupational CategoryClerical, Secretarial, Office Aide

Salary GradeNS

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $38073 to $55093 Annually

Employment Type Full-Time

Appointment Type 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? Yes

County Erie

Street Address 100 SENECA ST

NYS DOT

City BUFFALO

StateNY

Zip Code14203

Minimum Qualifications This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). *

To be considered for appointment through NY HELPS, or 55 b/c, candidates must meet the open-competitive minimum qualifications for this position. The qualifications are:

• Administrative Assistant 1 Trainee 1 - Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.

• Administrative Assistant 1 Trainee 2 - One year of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.

• Administrative Assistant 1 - Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.

• Substitution: Certification (e.g., IAAP Certified Administrative Professional) or associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

Candidates may also be qualified for permanent competitive appointment if reachable from the appropriate Civil Service eligible list or eligible for reassignment or transfer in accordance with Civil Service Law.



Duties Description Under the direction of a higher-level supervisor, the candidate will perform administrative and/or technical tasks for the R-5 Design office.

Duties may include but are not limited to:

1. Preparing routine correspondence.

2. Answering telephones; scheduling of meetings.

3. Reviewing and processing payment of invoices, purchase requisitions, purchase orders, payment vouchers via the State Financial System (SFS).

4. Assisting in the preparation, review and revaluation of reports, tables, charts, and records.

5. Mail, supply, and inventory-related tasks.

6. Maintaining and updating electronic and paper files.

7. Assist, as needed, in the hiring process for all positions.

8. Performing other clerical duties, as required


ADMINISTRATIVE 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 Communications

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 the Administrative Assistant Trainee:

• 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 *For the duration of the NY HELPS Program, this title maybe filled via a non- competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply. At this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.

At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

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

The New York State Department of Transportation is an equal opportunity/affirmative action employer. Women, minority group members, disabled persons and Veterans are encouraged to apply. Upon request, reasonable accommodations will be provided for the disabled.

In compliance with Public Law 99-603, candidates selected for appointment must provide an original document to prove their citizenship and/or legal right to work in the United States.

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

Name Sanjyot S. Vaidya, P.E.

Telephone

Fax

Email Address Sanjyot.Vaidya@dot.ny.gov

Address

Street 100 SENECA ST

City BUFFALO

State NY

Zip Code 14203

 

Notes on ApplyingQualified candidates should submit a letter of interest and a current resume, titled by last name, with the Notice Number R5-24-19 and last name in the subject line and referenced in the letter of interest no later than March 7, 2024 to:

Regional Design Engineer
New York State Department of Transportation
Attn: Sanjyot S. Vaidya, P.E.
100 Seneca Street, Buffalo, NY 14203
Email: Sanjyot.Vaidya@dot.ny.gov

Printable Version