Position Information

NY HELPYes

AgencyTransportation, Department of

TitleAdministrative Assistant 1/Administrative Assistant Trainee 1/Trainee 2 (NY HELPS), Region 3

Occupational CategoryClerical, Secretarial, Office Aide

Salary GradeNS

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $40391 to $58447 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

Location

County Onondaga

Street Address NYS Department of Transportation

333 East Washington Street

City Syracuse

StateNY

Zip Code13202

Job Specifics

Duties Description Typical duties include but are not limited to those listed below:

• Open, review, sort and distribute the mail in accordance with staff assignments.
• Answer the telephone, respond to policy and procedure questions and direct calls to appropriate staff.
• Review outgoing correspondence for proper grammatical usage, clarity, factual correctness, compliance with policy, and conformance to instructions. Ensure that appropriate background material is attached.
• Prepare draft correspondence concerning program, policies and procedures for supervisor or employee signature.
• Manage files (paper and electronic).
• Maintain calendar, schedule meetings, handle all related meeting logistics, as well as electronic calendar for the conference room.
• Schedule and arrange materials for meetings.
• Make travel arrangements and assist with employee reimbursements.
• Maintain the office budget, purchase supplies and pay bills using the procurement card or the Statewide Financial System.
• Coordinate flow of office work. Recommend and implement policy and procedures for the office. Resolve day to day operational problems (i.e. phones, fax machine, printer/copier, etc.)
• Prepare reports (including spreadsheets and power points) using statistical and narrative information.
• Transmit instructions from supervisor to appropriate staff orally or in writing; and follow up to see that instructions are followed, and deadlines are met.
• Coordinate information flow by acting as a liaison among key executive staff, other employees, outside agencies and the public.
• Monitor and track status of Department activities such as controlled correspondence and executive deadlines.
• Handle all personnel forms for employees.

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

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 minimum qualifications for this position. The qualifications are:

Promotional:
Administrative Assistant Trainee 1: One year of permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Only the titles listed are qualifying: https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfm

Administrative Assistant Trainee 2: One year of permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher 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. Only the titles listed are qualifying: https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfm

Administrative Assistant 1: One year of permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher 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.
Only the titles listed are qualifying: https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfm

The following four administrative support core courses are mandatory and should be completed before advancement to the Administrative Assistant Trainee 2: Microsoft Word Basics, Customer Service, Organized Office Worker, and Successful Business Writing.

In addition, successful completion of the four elective administrative support courses is mandatory before advancement to the full level Administrative Assistant 1.

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.

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.

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.

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 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.

Additional Comments Region 3, Transportation Maintenance, Syracuse NY, Onondaga County

*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 a future date, 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 an NY HELPS title, employees may take part in any promotion examination for which they are qualified.

Applicants must be currently authorized to work in the United States on a full-time basis.

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.

How to Apply

Name Nicole Clark, Regional Personnel Specialist

Telephone

Fax 315-428-4283

Email Address R3-HR-personnel@dot.ny.gov

Address

Street NYS Department of Transportation

333 East Washington Street

City Syracuse

State NY

Zip Code 13202

 

Notes on ApplyingQualified candidates should submit a letter of interest and a current resume, titled by last name, with the Notice Number R03-25-70 and last name in the subject line and referenced in the letter of interest no later than December 4, 2025.