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Review Vacancy

Date Posted 05/24/23

Applications Due06/08/23

Vacancy ID131490

AgencyTransportation, Department of

TitleAdministrative Assistant 2

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade15

Bargaining UnitM/C - Management / Confidential (Unrepresented)

Salary RangeFrom $54733 to $68356 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Non-competitive Class

Travel Percentage 10%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address Commissioner's Office

50 Wolf Road, 6th Floor

City Albany

StateNY

Zip Code12232

Minimum Qualifications Non-competitive: high school diploma or high school equivalency diploma; and three 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.

** Certification (e.g., IAAP Certified Administrative Professional), diploma, or Associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

Duties Description Serving as an Administrative Assistant 2, the employee is tasked to provide high quality administrative and clerical assistance to the Office of the Commissioner for the Department of Transportation.

The main duties will include making travel arrangements, managing communications, and helping to organize daily calendars in a proactive fashion while identifying the needs of senior management and performing tasks to ensure the workflow runs smoothly.

The responsibilities of this position will also include:

•Assist and support the Executive Assistants of the Commissioner and the Chief of Staff,

•Coordinate travel arrangements and complete expense reports for Commissioner and Division staff viaSFS,

•Facilitate efficient internal and external communications,

•Act as the point of contact between Executives and the Executive Assistants,

•Liaise with program areas and teams across the Department,
•Provide prompt responses to leadership queries,

•Maintain the Commissioner's correspondence tracking system,

•Review and prepare correspondence for Commissioner's or Chief of Staff’s signature,

•Coordinate and maintain various tracking systems,

•Assist with and maintain scheduling changes, conflicts, tracking, events, and invites,

•Maintain accurate contact information,

•Act in a quality assurance role for responses to stakeholder and customer inquiries,

•Effectively utilize office management systems,

•Design, set-up and maintain office filing system,

•Manage the workflow and workspace area of the Office of the Commissioner,

•Establish Office procedures and standard processes, identifying areas of improvement, and

•Lead and organize outside, offsite events/conferences when necessary.

The preferred candidate will be highly organized and possess excellent writing and proofreading skills; have the ability to manage multiple and competing priorities; possess an understanding of the flexibility that is required in a fast-paced work environment; be comfortable communicating via phone and email to ensure timely response to scheduling and traveling inquiries; have the ability to proactively approach and recommend resolution to issues; possess an awareness of and provide assistance with sensitive and confidential matters; and have the ability to exercise discretion and confidentiality with sensitive information. Candidates must possess extensive knowledge of the State Financial System (SFS).

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 *Telecommuting: Opportunities to telecommute will be discussed at interview.
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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.

Name Michelle Sefcik

Telephone

Fax

Email Address dot.sm.mo.hr.personnel@dot.ny.gov

Address

Street NYS Department of Transportation, Personnel Bureau

50 Wolf Road

City Albany

State NY

Zip Code 12232

 

Notes on ApplyingQualified candidates should submit a letter of interest and a current resume, titled by last name, with the Notice Number MO-23-281 and last name in the subject line and referenced in the letter of interest no later than June 8th 2023.

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