Administrative Assistant 1/Administrative Assistant Trainee 1/Trainee 2(NY HELPS)

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Review Vacancy

Date Posted 06/26/26

Applications Due07/06/26

Vacancy ID218701

• Basics
• Schedule
• Location
• Job Specifics
• How to Apply

NY HELPYes

AgencyTransportation, Department of

TitleAdministrative Assistant 1/Administrative Assistant Trainee 1/Trainee 2(NY HELPS)

Occupational CategoryClerical, Secretarial, Office Aide

Salary GradeNS

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $40391 to $58447 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

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? No

County Albany

Street Address NYS Dept. of Transportation - Operations

50 Wolf Rd

City Albany

StateNY

Zip Code12232

Duties Description Duties Description:

The duties include but are not limited to:

• Candidate must take the initiative to perform tasks independently, multi-task and address a wide range of personnel, purchasing, office service, and other situations pertinent today-to-day function of the Region One Operation Office.
• Responsible for assisting the Region One Operations Office with various administrative duties including opening the mail, ordering office supplies, monitoring shared mailbox, processing incoming emails appropriately, phone coverage the Region One Operation Office and primary backup for the Region One Regional Directors Office.
• Prepare and submit requisitions and purchase orders through the Statewide Financial System, following DOT and BSC guidelines. Review invoices for payment. Monitor expenditures and conduct any necessary follow up with vendors and the BSC. Ensure accuracy of merchandise received against bills of lading/packing slips. • Proxy travel expense reports for Region One Operation Staff.
• Manage the files for the Region One Operation Office, including but not limited to: Annual Evaluations, Probation Reports, Accident Reports, Special Assignment to Duty Pay, Clothing and Safety Shoe Payments, Posting results collection and processing, and Workers Compensation Cases.
• Information Technology Requester/coordinator for Region One Operations.
• Coordinate GOER required training class records with Region One Residencies and Regional Bridge Maintenance.
• Utilize and have working knowledge of Department applications including Microsoft products; SFS; Trinfo; MMS; LATS and other programs as indicated for position.
• Provide assistance to Residency Staff as needed.
• Duties as they arise appropriate to position and daily function of Region One Operation's Office.
• Responsibilities may include serving a role within the Incident Command System to support the department's response to regional and statewide emergency situations.

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 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. 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 Trainee 2.

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. 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 as a Trainee 2 you will advance to the full level of this title without further examination.

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.

• 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.

If chosen, you may, at the agencys discretion, be appointed to a higher level. You must inform the agency of any additional qualifications at your interview.

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 Additional Information

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.

Your required educational credentials must have been awarded by an educational institution accredited by a regional, national, or specialized agency recognized as an accrediting agency by the United States (U.S.) Department of Education/Secretary of Education. If awarded by an institution outside of the U.S. and its territories, you must provide independent verification of equivalency. A list of companies that provide these services (fees must be paid to the company you choose) can be found at: http://www.cs.ny.gov/jobseeker/degrees.cfmt

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

DOT is an equal opportunity employer. Disabled persons are encouraged to apply.

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. Candidates for employment must have proper authorization to work in the United States at the time an offer of employment is made. The Department will not sponsor a nonimmigrant for a temporary employment visa (H-1B or similar), OPT STEM, or for permanent residence. Offers of permanent employment may not be made to nonimmigrants whose employment authorization is limited to a period of practical training (F-1 or similar).

Some positions may require additional credentials or a background check to verify your identity.

Name Region 1 Administrative Group

Telephone

Fax 518-457-1570

Email Address dot.sm.r01.administration@dot.ny.gov

Address

Street NYS Dept. of Transportation - Region 1 Admin Group

50 Wolf Rd

City Albany

State NY

Zip Code 12232

Notes on ApplyingTo Apply:

Qualified candidates should submit a letter of interest, a current resume, and a copy of required transcripts (if applicable), titled by last name, with the Notice Number R01-26-059 and last name in the subject line and referenced in the letter of interest, no later than July 6, 2026 to:

NYS Department of Transportation

Region 1 Administrative Group

50 Wolf Road

Albany, NY 12232

Email: dot.sm.r01.administration@dot.ny.gov

Fax: (518) 457-1570

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