Office Assistant 2 Keyboarding (NY HELPS) - Region 10

NYS Department of Transportation; Hauppauge (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

NYS Department of Transportation is seeking an Office Assistant under the NY HELPS program to provide essential clerical support for the Traffic Engineering & Safety Group, especially the Traffic Investigations Section. Responsibilities include data entry, mail handling, meeting coordination and document processing.

Open to candidates meeting NY HELPS or 55 b/c qualifications. Applicants must be authorized to work in the United States on a full-time basis and be prepared to work on-site in New

Qualifications

• Excellent written and oral communication skills.
• Proficiency with Microsoft Word, Excel, PowerPoint and Outlook.
• Authorized to work in the United States on a full-time basis.

Responsibilities

• Maintain, administer and monitor databases, records and files.
• Type routine and non-routine correspondence.
• Check outgoing correspondence for completeness and accuracy.
• Transcribe handwritten materials.
• Coordinate information with internal and external parties.
• Scan documents and verify scanned data accuracy.
• Manage mail operations and respond to inquiries over phone, mail and email.
• Coordinate meetings and training sessions.
• Review and process procurements and expenditures per policies; monitor funding.

Skills

Communication skills

Office software proficiency

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

Duties Description

Provide essential clerical support duties to the Traffic Engineering & Safety Group in general and Traffic Investigations Section in particular.

Duties Description

Provide essential clerical support duties to the Traffic Engineering & Safety Group in general and Traffic Investigations Section in particular.

Duties Include, But Are Not Limited To

• Maintaining, administering and monitoring various databases, records and files
• Typing routine and non-routine correspondence
• Checking all outgoing correspondence for completeness and accuracy with established guidelines
• Transcribing handwritten materials
• When directed, contacting various internal and external parties to provide and obtain information
• Performing various clerical tasks such as scanning documents and verifying accuracy of the scanned data
• Overseeing all incoming and outgoing mail operations, process outgoing mail - receive, pick up, deliver, open, appropriately record, date stamp, sort and distribute mail, e‑mail, or other forms of correspondence, communication, goods, and materials
• Answering phones and provide information to and answer questions from other staff, the public, vendors and other agencies. Referring inquiries as necessary to appropriate staff; overseeing phone coverage for Traffic Group’s main lines, ensuring adequate coverage during breaks and lunches
• Monitoring voicemail and email messages addressed to the Regional Traffic Group
• Coordinating arrangements for meetings and training courses
• Procurement & Expenditures: responsible for review/certification and processing of Traffic Engineering Group procurements and expenditures while ensuring compliance with all State, DOT, OSC and OGS policies and procedures; maintains Regional Traffic Group’s purchasing/expenditure files and participates in audits by OSC and DOT as required. Monitors funding levels and ensures all procurement and expenditures are processed timely and accurately

Preferred candidates will possess excellent written and oral communication skills as well as proficiency in computer programs such as Microsoft Word, Excel, PowerPoint, and Outlook.

Minimum Qualifications

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).*

Qualifications

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: One year of permanent competitive or 55-b/55-c service as:

Either A. a Law Department Document Specialist Trainee 1, Law Department Document Specialist Trainee 2, Office Assistant 1 Keyboarding, Office Assistant 1 Keyboarding (Chinese Language) or Office Assistant 1 Keyboarding (Spanish Language).

Or B. an office assistant or clerical title allocated to Grade 6 or higher. A comprehensive list of qualifying titles is available at: Department of Civil Service (ny.gov). ONLY the titles listed are qualifying for these examinations. Examples of non-qualifying titles are: Developmental Disabilities Secure Care Treatment Aide 1, Direct Support Assistant, Food Service Worker 2, Licensed Practical Nurse, Mental Health Therapy Aide, Security Services Assistant, and Youth Support Assistant.

Open Competitive: One year of clerical experience where most work time is spent performing keyboarding, data entry, chart compilation or arrangement, or various tasks involving typing into computerized systems.

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.

If there are three or fewer qualified candidates interested in appointment to this position a permanent appointment may be made pursuant to Section 52.7 of the Civil Service Law. To be eligible, candidates must be an employee of the Department of Transportation and have one year of permanent competitive service as an Office Assistant 1 Keyboarding, SG-06.

Additional Comments

Applicants must be currently authorized to work in the United States on a full-time basis.

• 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 salary range listed reflects the full range for this graded position. For new State employees appointed into graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts. For more salary information please visit https://oer.ny.gov/salary-schedules