Administrative Assistant 1/Administrative Assistant Trainee 1/Trainee 2 (NY Helps-R7)

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Review Vacancy

Date Posted 06/21/24

Applications Due07/06/24

Vacancy ID161429

• Basics

• Schedule

• Location

• Job Specifics

• Contact

NY HELPYes

AgencyTransportation, Department of

TitleAdministrative Assistant 1/Administrative Assistant Trainee 1/Trainee 2 (NY HELPS-R7)

Occupational CategoryClerical, Secretarial, Office Aide

Salary GradeNS

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $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 7:30 AM

To 3:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Jefferson

Street Address 317 Washington Street

City Watertown

StateNY

Zip Code13601

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.cfm

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: https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfm

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: https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfm

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.

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 (including completion of the four core administrative support courses), you will automatically advance to the Trainee 2.

Upon satisfactory completion of the 12-month training as a Trainee 2 (including completion of the four elective administrative support courses) you will advance to the full level of this title without further examination. Failure to complete the required Traineeship-Coursework 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 The incumbent will be required to perform tasks in five broad categories: communication, coordination, organization, purchasing, and records maintenance. Within these categories, administrative assistants perform various tasks that enable managers and program staff to accomplish the agency's mission including records management, processing mail, and supply and inventory-related tasks.

In addition, the incumbent may process information technology requests for the Design Department. The use of ArcGIS software, including data input and management, as well as map preparations may be required. Specific duties will be discussed in more depth during the interview.

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 *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.

ADMINISTRATIVE ASSISTANT TRAINEESHIP-COURSEWORK REQUIREMENT

Trainees may 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 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.

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 April Amo, Acting ASD

Telephone

Fax

Email Address R7-HR-Postings@dot.ny.gov

Address

Street Personnel

317 Washington Street

City Watertown

State NY

Zip Code 13601

Notes on ApplyingQualified candidates should submit a letter of interest and a current resume, titled by last name, with the Notice Number R7-24-34 and last name in the subject line and referenced in the letter of interest no later than 7/6/2024