Review Vacancy
AgencyTransportation, Department of
TitleAdministrative Assistant 2
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitM/C - Management / Confidential (Unrepresented)
Salary RangeFrom $54733 to $68356 Annually
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 Assistant Commissioner for Finance & Integrated Modal Services. The main duties will include scheduling meetings, making travel arrangements, managing communications, and organizing daily calendars in a proactive fashion while identifying the needs of senior management and performing tasks to ensure the workflow runs smoothly. Responsibilities will also include:
• Facilitate efficient internal and external communications;
• Act as the point-of-contact between executives;
• Liaise with program areas and teams across the Department;
• Provide prompt responses to leadership queries;
• Maintain Commissioner’s correspondence tracking system for Assistant Commissioner for Finance & Integrated Modal Services;
• Review incoming correspondence and draft responses where appropriate;
• Review correspondence for Assistant Commissioner’s signature;
• Coordinate daily calendar of Assistant Commissioner;
• Coordinate and arrange meetings, schedule and monitor appointments;
• Maintain accurate contact information;
• Act in a quality assurance role for responses to stakeholder and customer inquiries;
• Effectively utilize office management systems;
• Identify and raise office operations improvement opportunities;
• Design, set-up and maintain office filing system;
• Establish office procedures;
• Coordinate travel arrangements and complete expense reports for Division staff;
• Provide additional phone coverage for Commissioner’s Office as needed.
The preferred candidate will possess excellent writing and proofreading skills; have the ability to manage multiple and competing priorities; 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.
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.
Email Address dot.sm.mo.hr.personnel@dot.ny.gov
Address
Street NYS Department of Transportation, Personnel Bureau
50 Wolf Road
Notes on ApplyingQualified candidates should submit a letter of interest and a current resume, titled by last name, with the Notice Number MO-23-306 and last name in the subject line and referenced in the letter of interest no later than June 20th, 2023