Administrative Assistant 1/Trainee 2/Trainee 1 (NY HELPS) Region 5 Construction & Exec. Ofc. Position Available In Erie, New York

Basics Schedule Location Job Specifics How to Apply Indicates whether if this vacancy posting is part of the

NY HELPS

Program. NY HELP Yes The agency in which the vacancy exists. Agency Transportation, Department of The job title for the vacancy. Title Administrative Assistant 1/Trainee 2/Trainee 1 (NY HELPS) Region 5 Construction & Exec. Ofc. The job title for the vacancy. Occupational Category Clerical, Secretarial, Office Aide The salary grade for this vacancy. Salaries are determined by salary grade and bargaining unit. Salary Grade NS The collective bargaining unit to which this vacancy is assigned. Bargaining Unit ASU – Administrative Services Unit (CSEA) The minimum and maximum of the salary range for this vacancy. Salary Range From $40391 to $58447 Annually Indicates whether this job is full-time or part-time. If the job is part-time, an estimated percentage will be provided. Employment Type Full-Time This indicates the type of job, typically permanent, temporary, or provisional. ‘Provisional’ means that the appointment will be temporary until the incumbent takes and passes an appropriate civil service examination. Appointment Type Permanent Jurisdictional class is the indicator for how this job can be filled. The classified service is governed by the Civil Service Commission, and consists of competitive, non-competitive, exempt, and labor classes. ‘Competitive class’ indicates that the applicant must take and pass an appropriate civil service examination. ‘Non-competitive class’ indicates that the applicant’s qualifications will be evaluated without a civil service examination. ‘Exempt class’ indicates that the applicant will be evaluated by methods other than competitive or non-competitive, and that incumbents will not be granted tenure. ‘Labor class’ requires that applicants possess skills or other physical characteristics that cannot effectively be evaluated by other means. The unclassified service is legislatively defined, and includes such positions as elected officials, department and agency heads, and all academic personnel in public schools, colleges, and universities. Jurisdictional Class Competitive Class Estimates the percentage of time incumbents of this vacancy will be required to travel. Travel Percentage 0% This provides information on the expected workweek. Workweek Mon-Fri The number of hours in the workweek, typically 37.5 or 40 for full time, or any other number for part time. Hours Per Week 37.50 Workday The start time for this vacancy. If the agency employs flextime, this will be the earliest time this vacancy’s shift can start. From 8 AM The end time for this vacancy. If the agency employs flextime, this will be the latest time this vacancy’s shift can end. To 4 PM If checked, the agency allows flextime. Flextime allowed? No If checked, this vacancy includes mandatory overtime. Mandatory overtime? No If checked, this agency allows compressed workweek scheduling. Compressed workweek allowed? No If checked, this agency allows telecommuting for this position. Telecommuting allowed? Yes The county in which the vacancy is located. County Erie The street address where the vacancy is located. Street Address 100 SENECA

ST NYS DOT

The city where the vacancy is located. City BUFFALO The state where the vacancy is located (the default is New York). State NY The zip code where the vacancy is located. Zip Code 14203 The duties that the incumbent of the vacancy will be expected to perform.

Duties Description Construction Duties:

Type, edit, format correspondence, reports, memos, spreadsheets, presentations, etc. Coordinate interviews and hiring process, including preparing and packaging documents needed in HR. Answer and direct phone calls. Maintain organization chart.

Track:

annual training, car mileage, supply/equipment assignments. Assist with contract plans and proposals (organizing and distribution). Prepare HR paperwork for new employees and new assignments. Assist RCE with any office administrative task.

Executive Office Duties:

Answer and direct phone calls. Track WEPI and WEB forms.

General administrative support:

typing correspondence, filing, mail distribution. Regional Carpool Coordinator. IT Requestor. Periodic assignments as needed by Regional Director, Regional Director’s Assistant or AA2. Tracking/reporting Legislative Contact Sheets to Main Office. Training coordinator for the Executive Office. Responsibilities may include serving a role within the Incident Command System to support the Department’s response to regional and statewide emergency situations. The minimum qualifications required for this vacancy. 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: 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 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 regarding the vacancy. 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. Employees appointed via the

NY HELPS

program are restricted for promotional appointment until their position is covered-in to the competitive class by the New York State Civil Service Commission (CSC), or they otherwise obtain permanent competitive status. The CSC has recently covered-in employees who were appointed via

NY HELPS

on a permanent or contingent permanent basis between June 26, 2024 and June 11, 2025. Notification to employees regarding a change in their status is forthcoming. You may wish to apply if you received a permanent

NY HELPS

appointment to a qualifying title within these timeframes and are interested in this opportunity. Your eligibility for promotion will be reviewed by Human Resources. Employees with a permanent

NY HELPS

appointment occurring effective 6/12/25 or later will be addressed with a subsequent cover-in. Applicants must be currently authorized to work in the United States on a full-time basis. 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. The name of the contact person for this vacancy. Name Diane Almeter, Admin Assistant 2 The telephone number to use for questions about this vacancy. Telephone The fax to use for this vacancy. Fax Email address for emailing applications, or to ask questions about this vacancy. Email Address Diane.

Almeter@dot.ny.gov Address The street address of the contact for this vacancy. Street 100 SENECA

ST NYS DOT

The city for the contact for this vacancy. City BUFFALO The state of the contact for this vacancy (the default is New York). State NY The zip code for the contact for this vacancy. Zip Code 14203 Instructions for potential applicants. Notes on Applying Qualified candidates should submit a letter of interest and a current resume, titled by last name, with the Notice Number R5-25-58 and last name in the subject line and referenced in the letter of interest no later than June 28, 2025 to:

Attn:

Diane Almeter, Administrative Assistant 2 New York State Department of Transportation 100 Seneca Street Buffalo, NY 14203 diane.almeter@dot.ny.gov