NY HELP Yes
Agency Transportation, Department of
Title Administrative Assistant 1/Trainee 1/Trainee 2 (NY Helps)
Occupational Category Clerical, Secretarial, Office Aide
Salary Grade 08
Bargaining Unit ASU - Administrative Services Unit (CSEA)
Salary Range From $40391 to $58447 Annually
Employment Type Full-Time
Appointment Type Permanent
Jurisdictional Class Competitive Class
Travel Percentage 0%
Workweek Mon-Fri
Hours Per Week 37.5
Workday
From 7 AM
To 3 PM
Flextime allowed? No
Mandatory overtime? No
Compressed workweek allowed? No
Telecommuting allowed? No
County Oneida
Street Address 207 Genesee Street
City Utica
State NY
Zip Code 13501
Duties Description As an Administrative Assistant 1/Trainee 1/Trainee 2 you would perform tasks which fall into four broad categories: communication, coordination, organization, and records maintenance. Within these categories, you would perform a variety of tasks which enable managers and program staff to accomplish the mission of the agency. You would review incoming correspondence and draft responses where appropriate; review outgoing correspondence; research background information; transmit instructions to staff; and conduct follow-up. You would handle telephone calls, assist visitors and respond to questions; coordinate and arrange meetings; establish office procedures; design, set-up, and maintain office filing systems (including electronic); resolve day-to-day operational problems; coordinate information flow by acting as liaison among key executives, staff and other employees, and the public; and operate equipment which requires the skilled use of a standard alpha-numeric keyboard to produce correspondence, reports, and other agency documents. An Administrative Assistant 1/Trainee 1/Trainee 2 performs many secretarial tasks but does not fully participate in the management of an office or in the full scope of the program.In this roll the candidates' specific duties will include assisting the Regional Compliance Specialist 1 and perform the following:- Prepare subcontractor and trucking firm approval packets for RCS review (i.e., Print documents from subcontractor, prepare the checklist, etc.)- Scan and distribute subcontractor and trucking firm approvals by RCS.- Maintain a summary of approved Subcontractors and Trucking Firms for each contract.- Perform payroll audits in EBO to assist EIC/RCS.- Maintain a spreadsheet of current contracts in the Region with all pertinent information for RCS quick reference (i.e., Project description, Training requirements, goals, EIC/Supervisor, Estimated start/end dates, Prime Contractor, Waiver information, Environmental Permits, etc.)- Process any EBO access requests from staff (i.e., Send request form to staff, send completed access forms to RCS for approval, forward to the EBO team for action)- Ensure Change Orders are accurately entered in EBO; If any are missing, notify EBO team and copy RCS.- Assist RCS by locating project folders for audits, reviews, etc.- Filing, Scanning, Copying as requested.- Assist with Blue Book verifications by adding to a spreadsheet for the RCS to review (i.e., data entry).- Assist with RCS monthly checks by preparing documentation (i.e., Print monthly checklists for RCS monthly reviews of projects, print monthly utilization report, print prompt payment report, print Pre-Award information)- Set up new project folders (i.e., create e-files and office working files with all subfolders).Additionally, the candidate may have responsibilities assisting the Regional Construction Groups Administrative Staff.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.cfmThe 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 *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.
Name HR Canvassing
Telephone 315-793-2389
Fax 315-793-2390
Email Address R2-HR-Personnel@dot.ny.gov
Address
Street 207 Genesee Street
City Utica
State NY
Zip Code 13501
Notes on Applying Qualified candidates should submit a letter of interest and a current resume, titled by last name, with the Notice Number R2-25-33 and last name in the subject line and referenced in the letter of interest no later than July 17, 2025 to:PLEASE RESPOND VIA EMAIL: R2-HR-Personnel@dot.ny.gov or FAX: (315)793-2390NYS Department of TransportationHR - Canvassing207 Genesee StreetUtica, NY 13501
