Administrative Assistant 1/Trainee 2

NY HELP Yes

Agency Transportation, Department of

Title Administrative Assistant 1/Trainee 2/Trainee 1 (NY HELPS) Region 5 OROW

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 0%

Workweek Mon-Fri

Hours Per Week 37.50

Workday

From 8 AM

To 4 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Erie

Street Address 100 SENECA ST

NYS DOT

City BUFFALO

State NY

Zip Code 14203

Duties Description R5 DOT Office of Right of Way is seeking to fill an Administrative Assistant 1 position. The Administrative Assistant will assist in ensuring the efficient operation of the office by performing a wide range of office support/clerical duties related to correspondence, files, and calendar management; customer service; fielding of questions; information gathering; tasks involving keyboarding into computerized systems and compilation of reports. This includes a full range of administrative duties including, but not limited to, the following: -Enter data into various program and service reports -Answer the Group's main phone and filter calls appropriately or take messages -Track employee performance evaluations and enter them into the database -Filing and organization of Personnel Files -Submit User Requests for IT access and equipment requests and replacements -Edit MS Word and Excel documents -Assist in answering other regional program area phones when needed -Download reports from DOT applications; LATS, Sesame, and ROWTrack-General administrative support: typing, notifications, work orders, on-boarding assistance -Assist with scheduling interviews and sending letters to applicants -Using Excel to generate reports for unit management as requested -Other duties as assigned ADMINISTRATIVE ASSISTANT TRAINEESHIP-COURSEWORK REQUIREMENTTrainees 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 CommunicationsThe 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 WritingFailure 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 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 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. 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 Cameron B. Schulz, P.E., Acting Regional Real Estate Officer

Telephone

Fax

Email Address

Address

Street 100 SENECA ST

NYS DOT

City BUFFALO

State NY

Zip Code 14203

Notes on Applying Qualified candidates should submit a letter of interest and a current resume, titled by last name, with the Notice Number R5-25-38 and last name in the subject line and referenced in the letter of interest no later than April 6, 2025 to: Cameron Schulz, Acting Regional Real Estate Officer New York State Department of Transportation 100 Seneca St.Buffalo, NY 14203