Review Vacancy
AgencyTransportation, Department of
TitleAdministrative Assistant 1/Trainee 1/ Trainee 2 (formerly Secretary 1) NY HELPS Region 3
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $38073 to $55093 Annually
Minimum Qualifications 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.
Qualifying titles are available at:
https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfm
Note: Prior to being considered for appointment, candidates may be required to pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy.
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 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.
Qualifying titles are available at:
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 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.
Qualifying titles are available at:
https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfm
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-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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.
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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.
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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.
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-Coursework 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.
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.
Additional Comments *For the duration of the NY HELPS Program, this title maybe 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 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.
Advanced Placement/Appointment Level: You must inform the interviewers of any additional qualifications at your interview. If selected you may, at the agency’s discretion, be appointed to a higher level.
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 Governor’s Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov
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.
Email Address R3-HR-personnel@dot.ny.gov
Address
Notes on ApplyingQualified candidates should submit a letter of interest and a current resume, titled by last name, with the Notice Number R3-24-19 and last name in the subject line and referenced in the letter of interest no later than April 4, 2024.