Program Aide (NY HELPS) Region 4

NYS Department of Transportation; City of Rochester (NY); On-site; USD 45,000 - 65,000; Full time

Job summary

The NYS Department of Transportation is seeking an administrative professional to support multiple staff with clerical tasks and budget tracking. The role involves coordinating hiring activities, maintaining budgets, and managing databases for construction programs in a fast-paced environment.

Candidates should have a minimum of three years in clerical or paraprofessional work, with strong keyboarding and office software skills.

Qualifications

• Three years of experience performing clerical, keyboarding, or paraprofessional work in an office environment.

Responsibilities

• Provide program and technical assistance for one or more professional and technical staff.
• Routine management of budgeting (PS & NPS allocations), and resource allocations. Specific to Construction: managing clothing allowances, supplies, materials, etc…
• Oversight role of overtime allocations and usage of all Construction field staff.
• Responsible in a QA/QC oversight, management, and coordination in the hiring of TCI’s.
• Manage the EIC Upgrade Program and coordinate with Construction Supervisors in support of this program.
• Maintain databases and spreadsheets in support of the TCI and EIC Upgrade Programs.
• Responsible for all personnel transactions, preparing postings, coordinating hiring activities.
• Develop, maintain and update several databases, spreadsheets and files in support of budgeting, personnel and other activities within the Construction Office.
• Collecting and analyzing data and preparing written summaries and reports.
• Responsible for initiating, maintaining and managing various construction project administration functions including: preconstruction meetings, new project set up, insurance, awards, acceptances, uncompleted work agreements.
• Potential to supervise and train other administrative staff assigned to the Regional Construction Office.

Skills

Clerical experience

Keyboarding

Paraprofessional work

Tools

Microsoft Office

Excel

Database management

Job description

Duties Description

Responsibilities will include, but may not be limited to the following:

• Provide program and technical assistance for one or more professional and technical staff;
• Routine management of budgeting (PS & NPS allocations), and resource allocations. Specific to Construction: managing clothing allowances, supplies, materials, etc…;
• Oversight role of overtime allocations and usage of all Construction field staff;
• Responsible in a QA/QC oversight, management, and coordination in the hiring of TCI’s;
• Manage the EIC Upgrade Program and coordinate with Construction Supervisors in support of this program;
• Maintain databases and spreadsheets in support of the TCI and EIC Upgrade Programs;
• Responsible for all personnel transactions, preparing postings, coordinating hiring activities;
• Develop, maintain and update several databases, spreadsheets and files in support of budgeting, personnel and other activities within the Construction Office;
• Collecting and analyzing data and preparing written summaries and reports;
• Responsible for initiating, maintaining and managing various construction project administration functions

including: preconstruction meetings, new project set up, insurance, awards, acceptances, uncompleted work agreements;

• Potential to supervise and train other administrative staff assigned to the Regional Construction Office.

In performing these duties, incumbent would receive general instructions about work to be completed but would be expected to work with relative independence and in a professional manner. Incumbent will be expected to make independent judgments in a variety of administration, program and personnel areas. Incumbent will have frequent communication with program and agency staff. Oral communication may be by telephone or face-to-face. Some communication with the general public may be required.

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

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 open competitive minimum qualifications for this position. The qualifications are:

• Three years of experience performing clerical, keyboarding, or paraprofessional work in an office environment.

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

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