Review Vacancy
AgencyTransportation, Department of
TitleAdministrative Assistant 1/Administrative Assistant Trainee 1/Trainee 2(NY HELPS)
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $38073 to $55093 Annually
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, candidates must meet the minimum qualifications for
this position. The qualifications are:
Promotional:
Administrative Assistant Trainee 1:
One year of permanent competitive service as an Office Assistant 2 (Keyboarding).
Administrative Assistant Trainee 2:
One year of permanent competitive service as an Office Assistant 2 (Keyboarding) AND documentation of
agency-approved completion of the four core administrative support courses or their equivalency: Microsoft
Word Basics, Customer Service, the Organized Office Worker, and Successful Business Writing.
Administrative Assistant 1
One year of permanent competitive service as an Office Assistant 2 (Keyboarding) AND documentation of
agency-approved completion of the four core administrative support courses or their equivalency: Microsoft
Word Basics, Customer Service, the Organized Office Worker, and Successful Business Writing AND successful
completion of four elective administrative support courses.
To be advanced to the full performance level of this title you must successfully complete a set training and
development program. Upon satisfactory completion of the 12-month training at the Trainee 1, you will
automatically advance to the Trainee 2. Upon satisfactory completion of the 12-month training as a Trainee 2
you will advance to the full level of this title without further examination. Failure to complete the required
Traineeship-Coursework Requirements prior to completion of the traineeship will result in a termination from
the position.
Open Competitive:
Administrative Assistant 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 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’s degree in office
administration, secretarial science, administrative assistance, paralegal, business technology, or office
technology substitutes for two years of experience.
To be advanced to the full performance level of this title you must successfully complete a set training and
development program. Upon satisfactory completion of the 12-month training at the Trainee 1, you will
automatically advance to the Trainee 2. Upon satisfactory completion of the 12-month training as a Trainee 2
you will advance to the full level of this title without further examination. Failure to complete the required
Traineeship-Coursework Requirements prior to completion of the traineeship will result in a termination from
the position.
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 •Greet and direct visitors to the appropriate Executive staff.
•Assist the Executive Office staff in the Regional Director’s Office.
•Resolve administrative issues and inquiries.
•Answer incoming calls from internal and external callers, document messages and forward to
appropriate party.
•Typing of letters, memos and reports when assigned.
•Assist with Newspaper Clippings, reviewing project photos, posting Travel Advisory on website and monitor
various shared e-mail boxes, Government Affairs log.
•Process incoming, outgoing, and inter-office mail.
•Maintain, distribute, and file hard copy and digital files when needed.
•The preferred candidate should be proficient in the use of various software packages such as Microsoft
Outlook, Word, Excel, PowerPoint, Access, etc.
•Process purchase requisitions and reconciles in SFS.
•Additional duties may be assigned.
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 may be 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.
Advanced Placement/Appointment Level: You must inform the interviewers of any additional qualifications at
your interview. If selected you may, at the agency’s discretion, be appointed to a higher level.
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.
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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.
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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 Personnel Office NYS Dept. of Transportation - Region 11
Email Address dot.sm.R11.Personnel@dot.ny.gov
Address
Street NYS Dept. of Transportation - Region 11,
47-40 21st Street
Notes on ApplyingQualified candidates should submit a letter of interest and a current resume, titled by last name, with the Notice Number R11-24-37 and last name in the subject line and referenced in the letter of interest no later than March 31st,2024 via email dot.sm.R11.Personnel@dot.ny.gov