Administrative Assistant 1/Administrative Assistant Trainee 1/Trainee 2(NY HELPS)

Administrative Assistant

Duties Description:

The duties include but are not limited to:

• Candidate must take the initiative to perform tasks independently, multi-task and address a wide range of personnel, purchasing, office service, and other situations pertinent today-to-day function of the Region One Operation Office.
• Responsible for assisting the Region One Operations Office with various administrative duties including opening the mail, ordering office supplies, monitoring shared mailbox, processing incoming emails appropriately, phone coverage the Region One Operation Office and primary backup for the Region One Regional Directors Office.
• Prepare and submit requisitions and purchase orders through the Statewide Financial System, following DOT and BSC guidelines. Review invoices for payment. Monitor expenditures and conduct any necessary follow up with vendors and the BSC. Ensure accuracy of merchandise received against bills of lading/packing slips.
• Proxy travel expense reports for Region One Operation Staff.
• Manage the files for the Region One Operation Office, including but not limited to: Annual Evaluations, Probation Reports, Accident Reports, Special Assignment to Duty Pay, Clothing and Safety Shoe Payments, Posting results collection and processing, and Workers Compensation Cases.
• Information Technology Requester/coordinator for Region One Operations.
• Coordinate GOER required training class records with Region One Residencies and Regional Bridge Maintenance.
• Utilize and have working knowledge of Department applications including Microsoft products; SFS; Trinfo; MMS; LATS and other programs as indicated for position.
• Provide assistance to Residency Staff as needed.
• Duties as they arise appropriate to position and daily function of Region One Operation's Office.
• Responsibilities may include serving a role within the Incident Command System to support the department's response to regional and statewide emergency situations.

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 open competitive 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.
• 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.
• 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 AND successful completion of four elective administrative support courses.

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. To be advanced to the full performance level of this title you must successfully complete a set training and development program.
• 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program.
• 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.

Additional Comments:

Applicants must be currently authorized to work in the United States on a full-time basis. 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. Your required educational credentials must have been awarded by an educational institution accredited by a regional, national, or specialized agency recognized as an accrediting agency by the United States (U.S.) Department of Education/Secretary of Education. If awarded by an institution outside of the U.S. and its territories, you must provide independent verification of equivalency. The salary range listed reflects the full range for this graded position. For new State employees appointed into graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts. For more salary information please visit DOT is an equal opportunity employer. Disabled persons are encouraged to apply. 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. Candidates for employment must have proper authorization to work in the United States at the time an offer of employment is made. The Department will not sponsor a nonimmigrant for a temporary employment visa (H-1B or similar), OPT STEM, or for permanent residence. Offers of permanent employment may not be made to nonimmigrants whose employment authorization is limited to a period of practical training (F-1 or similar).