Administrative Assistant 1/Trainee 2/Trainee 1

NY HELP Yes

Agency Transportation, Department of

Title Administrative Assistant 1/Trainee 2/Trainee 1 (NY HELPS) - Region 10

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 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? Yes

Compressed workweek allowed? No

Telecommuting allowed? No

County Suffolk

Street Address 250 Veterans Memorial Highway

City Hauppauge

State NY

Zip Code 11788

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: 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. 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 Duties include, but not limit to:
• Answer phone calls to reginal Director's Office and direct accordingly.
• Track, review, type, and file Regional Director's correspondence.
• Maintain working knowledge of SFS, Outlook, Word, Excel, Access, and Visio.
• Process mail.
• Review daily newspapers for transportation clippings.
• Purchasing
• Take necessary trainings.
• Participate in Incident Command duties.Responsibilities may include serving a role within the Incident Command System to support the department's response to reginal and statewide emergency situations.

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 this time, agencies may recruit and hire employees by making temporary appointments. In June 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.At a future date (within one year of permanent appointment), 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 the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

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

Name Administrative Services Office

Telephone

Fax

Email Address

Address

Street NYS Department of Transportation - Region 10

250 Veterans Memorial Highway

City Hauppauge

State NY

Zip Code 11788

Notes on Applying Qualified candidates should submit a letter of interest and resume with the Notice Number R in the subject line and referenced in the letter of interest no later than July 10, 2024 to: NYS Department of Transportation – Region Veterans Memorial Highway Hauppauge, NY 11788 Fax: Email: 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 or via email at 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.