Review Vacancy
TitleProgram Aide - Waterford #04615 (NY HELPS)
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $50551 to $69273 Annually
Appointment Type Contingent Permanent
Duties Description Reporting to the Administrative Officer 1 and/or the Administrative Specialist 1 assigned to the Eastern Regions of the Waterways Maintenance & Operations Division, the incumbent of this position will perform a variety of professional and administrative duties related to finance, purchasing, and human resources within the Waterford Canal Section Headquarters. Additionally, these positions will supervise incumbents in Office Assistant 1 (Keyboarding) and/or Office Assistant 2 (Keyboarding) positions and are ultimately responsible for ensuring the office workflow within each Canal Section and that critical deadlines are met. The duties of these positions include, but are not limited to, the following
• Supervise subordinate administrative support staff.
• Perform various budget/finance activities including but not limited to:
o Monitor and track expenditures, vendor invoices, and clothing allowances such as steel toed boot reimbursements.
o Prepare requisitions based upon specifications drawn up by the Transportation Maintenance Engineer 1 (Waterways).
o Complete travel vouchers and travel stipend forms submitted by staff, ensuring the forms are complete, that receipts are included as part of the submission when required, and that instances where employees received lodging are logged into the Business Travel Authorization (BTA) Log sheet and submitted monthly to NYPA.
o Update Process Director and Smart Data, making entries into the system as necessary and appropriate and reminding employees of any missing invoices and incomplete information. Ensure that the amount the vendor is charging is consistent with the purchase order and is being charged to the correct purchase order number.
o Monitor the amount of money set aside for various purchase orders and reaches out to Canals Procurement regarding a change order or to request additional funds.
o Distribute mileage logs to staff operating Canals owned vehicle pool equipment, collecting the logs from the previous months use, ensuring the logs are complete and accurate with the odometer and other vehicle records, and sending to employee supervisors for final sign-off.
o Review P-Card usage within the section, ensuring that purchases made are appropriate and within NYPA/Canals standards and policies, and has employs sign and attest to the P-Card usage that month. Upload receipts of P-Card usage to the Smart Data system monthly.
• Assist with various human resources tasks including but not limited to:
o Work with the Administrative Officer 1 and/or the Administrative Specialist 1 on the seasonal spreadsheet, reviewing available and funded items and prepare and distribute memos to Canals staff regarding seasonal start and end dates.
o Initiate and submit Employee Transaction Forms to Human Resources when candidates are hired, employes promoted, and/or when employees have to go out on long term leave.
o Onboard new seasonal and permanent employees, ensuring the employees complete the onboarding packet, signing the required forms as necessary.
o Explain to new seasonal and permanent employees information pertaining to benefits, like health benefits eligibility, Retirement options, Deferred Compensation, etc., looping in Human Resources in non-routine situations and circumstances.
o Submit request for access forms to NYPA IT for newly hired and onboarded employees so they can be issued a work computer, obtain their allotted login credentials and accesses, and be issued a work phone.
o Work with the Administrative Specialist 2 in Human Resources to schedule new employees, as well as those current employees who are in the random OTETA or US Coast Guard testing pool, for drug screenings, confirming the testing site(s), ensuring that required forms are fully completed and that the correct purchase order has been set up for billing, and receiving the results of the screening.
o Notify the Section Superintendent, with a cc to the Administrative Officer 1 and/or the Administrative Specialist 1, if Canals can proceed with a particular candidate, or loops back with the Administrative Specialist 2 in Human Resources, as well as the Director of Labor Relations and the Director of Personnel, if a current employee in the random testing pool fails their random screening and administrative actions become necessary.
o Work with the Administrative Specialist 2 in Human Resources to initiate requests for Drivers’ License checks in the NYS DMV LENS system as part of preemployment background screening for positions requiring a Drivers’ License and/or a Commercial Drivers’ License.
o Perform recruitment activities such as distributing job vacancy postings, examination announcements, etc. to all work locations within the assigned Canal Section and sends to Human Resources the interested candidate pool for the vacancy listed; canvasses certs of eligible lists pulled by Human Resources and reports back on the interested candidate pool for the vacancy listed, coding declinations and confirming with candidates who decline in writing; and schedules interviews on behalf of Canal Section leadership and interested candidates.
o Track when probation reports and seasonal employee performance reports are due, reminding supervisory employees to complete the reports timely. Sends completed probation reports to the Canal Section Superintendent and/or Transportation Maintenance Engineer 1 (Waterways) for review and final approval, and uploads approved probation reports into SharePoint for placement in the employee’s electronic PHF.
o Assist the Administrative Officer 1 and/or the Administrative Specialist 1 regarding employee leaves, specifically updating the leave log when employees go out on leave, are charging specific instances of leave to FMLA, and notify the Administrative Officer 1 and/or the Administrative Specialist 1 of instances where an employee’s leave may be in excess of the date of return from prior medical documentation and therefore updated medical documentation is necessary.
• Provide administrative support to the Canal Section for emergency or disaster response.
o Maintain employee schedules and work with Canal Section Leadership concerning staff deployment.
o Maintain the Daily Work Assignment Log, keeping track of employees responding to emergencies or disasters, including regular and OT work hours, a description of the work performed, and Canal equipment utilized in the emergency and/or disaster response.
• Coordinate with the Training Specialists, as well as training staff from NYPA, to calendar and schedule in-person trainings within the Section, reserving the conference rooms, and submitting completed attendance sheets for recording into the LMS system.
• Responsible for the Canal Section’s Sustainability Waste Data Tracking (a.k.a. “Green NY”) concerning recycled and landfill material quantities and types, making entries into the tracking system concerning specific material quantities and types, and uploading receipts form vendors as appropriate. The Program Aides are responsible for reconciling and signing off on this information on a quarterly basis.
Additional duties, work hours, and any available telecommuting options will be discussed during the interview.
Minimum Qualifications Competitive:
Candidates must be reachable for appointment on the current Civil Service eligible list OR have one year of permanent competitive or 55b/c service in a title eligible for transfer via Section 70.1 of the Civil Service Law.
NY HELPS
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).
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 of 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.
Non-Competitive Minimum Qualifications:
Three years of experience performing clerical, keyboarding, or paraprofessional work in an office environment.
Additional Comments The New York State Canal Corporation (Canals), a subsidiary of the New York Power Authority, is responsible for overseeing and maintaining the 524-mile waterway for boating, recreation, tourism and agriculture. The New York State Canal System includes the Erie, Champlain, Oswego and Cayuga-Seneca canals, linking the Hudson River with the Great Lakes, the Finger Lakes and Lake Champlain. The 200-year-old NYS Canal System extends over 524 miles and plays important roles in New York’s economic development, tourism industry and environmental stewardship.
For more information on The New York State Canal Corporation’s mission, values, and opportunities, please visit https://www.canals.ny.gov.
The New York State Canal Corporation offers its employees a generous and comprehensive benefits plan, which includes:
Holiday & Paid Time Off
• Nine (9) paid holidays annually
• Four (4) paid floating holidays annually
• Earn up to thirteen (13) days of paid vacation leave annually
• Earn five (5) days of paid personal leave annually
• Earn up to thirteen (13) days of paid sick leave annually
Health Benefits
• Participation in the New York State Health Insurance Program (NYSHIP) and access to their variety of affordable health insurance options
• Pre-Tax contribution program
• Dental and Vision benefits at no additional cost
• Opt-Out incentive program
• Flex Spending Account (FSA)
Additional Benefits
• CSEA representation and access to their benefits
• Employee Assistance Program (EAP)
• Professional development and promotional opportunities
• Qualified employer for Public Service Loan Forgiveness (PSLF)
• New York State Employees’ Retirement System (ERS) Membership
• NYS Deferred Compensation
• And many more…
Some positions may require additional credentials or a background check to verify your identity.
Name Recruitment@canals.ny.gov
Email Address Recruitment@canals.ny.gov
Address
Notes on ApplyingInterested candidates who meet the minimum qualifications should send a cover letter and resume by the application deadline of 04/22/2026, to Recruitment@canals.ny.gov. Please include the position title, “Program Aide #04615 - Waterford”, in the subject line of your e-mail to ensure receipt of your application.
The New York Power Authority/New York State Canal Corporation is an Equal Opportunity Affirmative Action Employer.
The New York Power Authority and Canal Corporation believes that diversity, equity, and inclusion drive our success, and we encourage women, people of color, LGBTQIA+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents and veterans to apply. As an equal opportunity employer, NYPA/Canals is committed to building inclusive, innovative work environments with employees who reflect communities across New York and enthusiastically serve them. We proudly celebrate diversity and do not discriminate based on race/color, creed/religion, national origin, citizenship or immigration status, age, disability, military status, gender/sex, sexual orientation, gender identity/expression, pregnancy and related conditions, familial/marital status, domestic violence victim status, predisposing genetic characteristics, arrest/criminal conviction record or any other category protected by law.
NYPA/Canals will also provide reasonable accommodations during the hiring process related to candidates’ disabilities, pregnancy-related conditions, religious observances/practices and/or domestic violence concerns. To request an accommodation, please email accessibility@nypa.gov.
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 history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from the candidate before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov