Review Vacancy

Date Posted: 10/02/23
Applications Due: 10/13/23
Vacancy ID: 140635

Position Information

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 $38073 to $55093 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 5%

Schedule

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

Location

County Erie

Street Address NYS Dept. of Transportation - Office of Right of Way

100 Seneca Street

City Buffalo

StateNY

Zip Code14203

Job Specifics

Minimum Qualifications To be considered for permanent appointment, candidates must be reachable on the current Civil Service 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.

Administrative Assistant 1 Promotion: one year of service in a clerical title allocated to Grade 6 and above; and completion of a two-year traineeship*. Non-competitive: high school diploma or high school equivalency diploma; and 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 management of an office.

Traineeship: 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 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.

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 termination from the position.

Advanced Placement/Appointment Level:
For possible advanced placement to Administrative Assistant Trainee 2 you must possess: proof of passing a keyboarding proficiency test (if moving out of a non-typing title) 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.

For possible advanced placement to Administrative Assistant 1 you must: be eligible for reassignment or transfer in accordance with Civil Service Law, possess proof of passing a keyboarding proficiency test (if moving out of a non-typing title) 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.

Duties Description Duties will involve working with personal and confidential employee information and will include (but are not limited to):
Tasks fall into four broad categories: communication, coordination, organization, and records maintenance. The selected candidate would perform the following tasks to enable managers and program staff to accomplish the mission of the agency:

• Review and disseminate incoming correspondence and draft responses where appropriate.
• Review outgoing correspondence, transmit instructions to staff and conduct follow-up as necessary.
• Handle OROW mainline telephone calls and visitors.
• Coordinate and arrange meetings.
• Establish office procedures.
• Setup new and maintain existing office files (Both hardcopy and electronic).
• Operate equipment which requires the skilled use of a standard alpha-numeric keyboard to produce correspondence, reports, and other agency documents.
• Responsible for processing OROW purchases and serving as the IT Requestor for the OROW Group.
• Provide support when necessary to the Regional Executive Office.

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 ADMINISTRATIVE ASSISTANT TRAINEESHIP-COURSEWORK REQUIREMENT:

Keyboarding Test

To be appointed as an Administrative Assistant Trainee 1 or 2 or Administrative Assistant 1, candidates are required to pass a typing test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy. Generally, the keyboarding test is only valid for five years from the date the candidate passes it.

Trainee 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 Work 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.

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.

Contact Information

Name Cameron Schulz

Telephone

Fax

Email Address Cameron.Schulz@dot.ny.gov

Address

Street NYS Department of Transportation - Office of Right of Way

100 Seneca Street

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 R5-23-77 and last name in the subject line and referenced in the letter of interest no later than October 13th, 2023