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

Duties Description As an Administrative Assistant 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 performs many secretarial tasks but does not fully participate in the management of an office or in the full scope of the program.


Duties will include, but are not limited to:
• IT/CSMIN Support
• TCI Coordinator Assistance
• General Office Duties
• Assist Regional Compliance Specialist as needed
• Assist Regional Change Order Specialist as needed

Full Duties will be discussed at the time of interview.


ADMINITRATIVE ASSISTANT TRAINEESHIP-COURSEWORK REQUIREMENT Trainees will be required to take eight courses, four mandatory and four electives, in the following administrative support competencies:

• Computer Skills and Technology
• Interpersonal and Customer Relations
• Professionalism and Self-Management
• Verbal and Written Communication


Trainees will be able to take these competencies through The NYS & CSEA Partnership, either through classroom or online training and webinars, or equivalent offering through another entity as determined by the Agency.


The following four administrative support core courses are mandatory and should be completed before advancement or appointment to Administrative Assistant Trainee 2.

• Microsoft Word Basics
• Customer Service
• Organized Office Worker
• Successful Business Writing


Failure to complete the required Traineeship-Coursework Requirements prior to completion of the traineeship will result in a termination from the position.


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: Microsoft Word Basics, Customer Service, the Organized Office Worker, and Successful Business Writing. Only the titles listed are qualifying:


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:

The 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. 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 Trainee 2.


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. 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.


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. If chosen, you may, at the agency's discretion, be appointed to a higher level. You must inform the agency of any additional qualifications at your interview.


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 **Applicants must be currently authorized to work in the United States on a full-time basis.**

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)


Some positions may require additional credentials or a background check to verify your identity.

Name HR Canvassing


Telephone View phone number on click.appcast.io


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Address

Street 207 Genesee Street


City Utica


State NY


Zip Code 13501


Notes on Applying Qualified candidates should submit a letter of interest, a current resume, and a copy of required transcripts (if applicable), titled by last name, with the Notice Number R2-26-33 and last name in the subject line and referenced in the letter of interest no later than June 14, 2026 to:

PLEASE RESPOND VIA EMAIL: View email address on click.appcast.io or FAX: View phone number on click.appcast.io

NYS Department of Transportation
HR - Canvassing
207 Genesee Street
Utica, NY 13501