Administrative Assistant 1/Administrative Assistant Trainee 1/Trainee 2 (NY HELPS) - New York State Civil Service

NY HELP Yes






Agency Transportation, Department of






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






Occupational Category Clerical, Secretarial, Office Aide






Salary Grade NS






Bargaining Unit ASU - Administrative Services Unit (CSEA)






Salary Range From $39215 to $56743 Annually






Employment Type Full-Time






Appointment Type Permanent






Jurisdictional Class Competitive Class






Travel Percentage 10%













Workweek Mon-Fri



Hours Per Week 37.5




Workday




From 8 AM






To 4 PM






Flextime allowed? No






Mandatory overtime? No






Compressed workweek allowed? No






Telecommuting allowed? Yes













County Albany






Street Address Office of Data Management



50 Wolf Road






City Albany






State NY






Zip Code 12232













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.cfmAdministrative 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.cfmAdministrative 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.cfmNOTE: Prior to appointment, you may be required to pass a keyboarding test that demonstrates your ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy.ADMINITRATIVE ASSISTANT TRAINEESHIP-COURSEWORK REQUIREMENT FOR PROMOTIONAL CANDIDATES:Trainees are 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 CommunicationTrainees 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 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. 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 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 Under the direct supervision of the Director of the Office of Data Management, the Administrative Assistant 1 SG-11 will provide critical administrative support to the Office of Data Management (ODM), which includes the Data Analytics and Visualization Bureau and the Business Process Management Bureau. Duties include but are not limited to:• Composes meeting minutes and disseminates meeting information to the appropriate individuals.• Answers telephone and gives information to callers, takes messages, and transfers calls to appropriate individuals.• Maintains program managers scheduling of interviews in conjunction with candidate availability.• Collects and consolidates personnel related documents including, hiring packets, probation reports, job posting responses, reclassification/classification packets, etc.• Track and ensure the timely completion of probation and traineeship reports by supervisors.• Utilize database and spreadsheets to track and update staffing plans with Human Resources Personnel.• Coordinate travel arrangements for ODM staff and utilize SFS travel modules to efficiently track and record travel expenditures.• Purchases appropriate office supplies and consolidates procurement records in SFS.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 Additional Information*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.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._______________________________________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 John Coughlin






Telephone






Fax






Email Address HR-Personnel@dot.ny.gov




Address




Street Personnel Bureau



50 Wolf Road






City Albany






State NY






Zip Code 12232













Notes on Applying Qualified candidates should submit a letter of interest and a current resume, titled by last name, with the Notice Number MO-24-454 and last name in the subject line and referenced in the letter of interest no later than October 17th, 2024, to HR-Personnel@dot.ny.gov