Administrative Assistant 1/trainee 2/trainee 1 (NY Helps) Region 5 Design

Administrative Assistant Traineeship

Under the direction of a higher-level supervisor, the candidate will perform administrative and/or technical tasks for the R-5 Design office. Duties may include, but are not limited to:

• Preparing routine correspondence.
• Answering telephones; scheduling of meetings.
• Reviewing and processing payment of invoices, purchase requisitions, purchase orders, payment vouchers via the State Financial System (SFS).
• Assisting in the preparation, review and revaluation of reports, tables, charts, and records.
• Mail, supply, and inventory-related tasks.
• Maintaining and updating electronic and paper files.
• Assist, as needed, in the hiring process for all positions.
• Performing other clerical duties, as required.

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

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. Responsibilities may include serving a role within the Incident Command System to support the Department's response to regional and statewide emergency situations.

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.
• 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.
• 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 AND successful completion of four elective administrative support courses.

Open Competitive:

• Administrative Assistant Trainee 1: Six months of experience in administrative support.
• Administrative Assistant Trainee 2: One year of experience in administrative support.
• Administrative Assistant 1: Two years of experience in administrative support.
• Substitution: Certification (e.g., IAAP Certified Administrative Professional) or an 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. 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.

*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.

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.