NY HELP No

Agency Transportation, Department of

Title Administrative Assistant 2

Occupational Category Clerical, Secretarial, Office Aide

Salary Grade 15

Bargaining Unit M/C - Management / Confidential (Unrepresented)

Salary Range From $54733 to $68356 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 5%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Erie

Street Address 100 SENECA ST

NYS DOT

City BUFFALO

State NY

Zip Code 14203

Minimum Qualifications To be considered for appointment, candidates must be reachable from the appropriate Civil Service eligible list or be eligible for reassignment or transfer in accordance with Civil Service Law. If a viable eligible list does not exist, a provisional appointment may be made in accordance with Civil Service Law. Candidates who accept a provisional appointment must take the next competitive examination and be reachable on the resultant eligible list to be considered for permanent appointment to the position. The minimum requirements for taking the examination are: must be a qualified employee of New York State and have had three months of permanent competitive or 55-b/55-c service as follows: Examination Composition Assistant, Keyboard Specialist 2, Keyboard Specialist 2 (Spanish Language), Keyboard Specialist 3, Law Department Document Specialist, Office Assistant 2 Keyboarding, Office Assistant 2 Keyboarding (Spanish Language), Secretary 1 /Administrative Assistant 1, Secretary 1/Administrative Assistant 1 (Spanish Language), or Senior Data Entry Machine Operator. After one year of the service described in the Minimum Qualifications, successful candidates will be qualified for appointment.

Duties Description The incumbent will report to the Region 5 Regional Director. The Administrative Assistant 2 is the principal administrative support position in the office and is responsible for increasing the effectiveness of program staff by managing a complex, frequently changing schedule, coordinating the document flow of the office, and carrying out the day-to-day administrative support activities required to accomplish the work of the Region. The incumbent will be expected to function independently. The tasks fall into four broad categories: communication, coordination, organization, and records maintenance. The incumbent will establish and maintain office procedures; set-up and maintain paper and electronic filing systems; implement office procedures; resolve day-to-day operational challenges; respond to phone calls; sort mail; organize, expedite, and follow up on projects; and coordinate information flow by acting as liaison among key executives, employees, and the public. The position requires knowledge of the organization and basic functions of the Regional Program Areas. Duties include, but are not limited to: • Daily calendar management, preparation, and follow up for the Regional Director. • Review incoming correspondence and coordinate the draft response where appropriate. • Review outgoing correspondence. • Track and assign correspondence documents throughout the region sent through Main Office (COM system and e-mail) and upload/send final documents. • Coordinate and arrange meetings, determining the need for meetings as appropriate. • Complete required paperwork for Main Office approval of meetings with state electeds. • Take minutes for Management Team Meeting. • Schedule appointments and make travel arrangements for Regional Director and prepare travel vouchers in SFS. • Resolve day-to-day operational challenges. • Produce correspondence, reports, and other agency documents independently. • Track Regional Director’s incoming e-mail and deadlines. • Process PER 79s through Main Office Ethics. • Track documents/plans requiring Regional Director’s signature. • Manage/update Org Charts for each Region 5 group in Visio. • Manage/update regional phone lists. • Handle RD Office Purchasing needs, including processing in SFS.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 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 Linda Nash, Administrative Services Director

Telephone

Fax

Email Address Linda.Nash@dot.ny.gov

Address

Street 100 SENECA ST

NYS DOT

City BUFFALO

State NY

Zip Code 14203

Notes on Applying Qualified candidates should submit a letter of interest and a current resume, titled by last name, with the Notice Number R5-24-51 and last name in the subject line and referenced in the letter of interest no later than May 24, 2024 to: New York State Department of Transportation Linda Nash, ASD 100 Seneca St. Buffalo, NY 14203 Linda.Nash@dot.ny.gov