Duties Description The incumbent of this position will support the Director of Administrative Services and will be responsible for the following duties:
• Applying a working knowledge in all Microsoft Office products, specifically, Outlook, Word and Excel
• Type, edit, format, correspondence, reports, memos, spreadsheets, presentations, etc.
• Enter evaluation and probationary report information into HRIS and Access
• Process Per79 ethics review forms
• Process ID request forms
• Review new hire forms for accuracy and submit to payroll
• Maintain several spreadsheets
• Mail room duties
• Filing
• Answer telephones, direct inquiries, take messages
• Greet employees, visitors and public with a positive attitude
• Maintain confidentiality at all times
• Other duties as assigned
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:
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:
NOTE: 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.
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.
Additional Comments ADMINITRATIVE ASSISTANT TRAINEESHIP-COURSEWORK REQUIREMENT
Keyboarding Test
To be appointed as an Administrative Assistant Trainee 1 or 2 or Administrative Assistant 1, candidates are required to pass a typing test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy. Generally, the keyboarding test is only valid for five years from the date the candidate passes it.
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.
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 Debra Brokaw
Telephone
Fax
Email Address
Address
Street New York State Department of Transportation
107 Broadway
City Hornell
State NY
Zip Code 14843
Notes on Applying Qualified candidates should submit a letter of interest and a current resume, titled by last name, with the Notice Number R06-25-32 and last name in the subject line and referenced in the letter of interest no later than April 23, 2025 to .
Date Posted: 10 April 2025
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