Review Vacancy
AgencyTransportation, Department of
TitleTransportation Office Assistant 2 (NY HELPS) Region 9
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $46306 to $56743 Annually
Appointment Type Contingent Permanent
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 minimum qualifications for this position. The qualifications are:
Promotional: A qualified employee of the New York State Department of Transportation or the New York State Canal Corporation and have had one year of permanent competitive or 55-b/55-c service in an office assistant, clerical or keyboarding title allocated to a salary Grade 5 or higher. Qualifying titles are available at:
https://www.cs.ny.gov/examannouncements/announcements/38967qualifying.cfm.
Open Competitive: 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 hiring, purchasing, payroll, and/or office administration.
Substitution
Certification (e.g., IAAP Certified Administrative Professional) or associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.
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.
Duties Description The duties include but are not limited to:
Prepares the biweekly payroll for assigned unit.
• Supervises the audit of timecards, including review of overtime worked and eligibility for overtime meals.
• Computes pay for overtime, inconvenience, lost time, and holidays.
• Directs the preparation of payroll forms and verifies the accuracy of the payroll.
• Prepares payroll worksheet for the regional office, indicating salary totals, salary additions and deletions, and adjustments.
• Prepares reports of overtime worked and justifications for each instance of overtime.
• Computes deductions and processes exchanged and lost checks, lump sum payments, and overtime meal checks.
Performs a variety of operational human resources functions such as hiring, recruitment, and employee service tasks.
• Completes, processes, and reviews human resources forms for appointments, promotions, leaves of absence, sick leave, resignations, and retirements.
• Conducts orientation for new employees by processing paperwork, explaining benefits and terms and conditions of employment, scheduling physicals, and setting up individual personnel records.
• Arranges for health insurance benefits by explaining options, processing changes in options or coverage, and resolving problems.
• Composes and posts vacancy notices.
• Canvasses eligible lists and schedules interviews.
• Notifies supervisors of due dates for probationary and performance evaluations and ensures that evaluations are complete and submitted on time.
• Maintains listings of employees, salaries, and positions.
• May prepare accident and injury reports, keeps records of lost time, and prepares monthly reports of injuries.
Maintains and monitors expenditures.
• Maintains account books by program areas.
• Posts expenditures by category and reviews supporting documentation for accuracy and completeness.
• Maintains running balances for each account and balances books periodically.
Prepares and processes purchase orders.
• Determines appropriate sources for purchase of materials and services.
• Prepares and processes purchase orders and enters order and dollar value in log.
• Prepares and reviews vouchers against orders, adjusts differences, and maintains account balances.
• Prepares purchase order changes to reflect changes in price, quantity, and/or delivery time.
• Follows up with vendor when orders are not received on time or are incomplete to determine the cause of the problem and when materials will be received.
Processes and prepares travel vouchers for employees. Maintains petty cash fund and stamp ledger.
Review municipal snow and ice vouchers and related documents.
May be required to gather information and process special hauling permits.
Screens visitors and callers by answering questions and referring problems and complaints to the supervisor or resolves them in the absence of the supervisor.
May supervise lower-level administrative support positions.
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 Additional Information
*This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). 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.
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 Governor’s Office of Employee Relations at (518) 474-6988 or via email at info@goer.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.
Some positions may require additional credentials or a background check to verify your identity.
Email Address dot.sm.r09.personnelDOTjobs@dot.ny.gov
Address
Street NYS Dept of Transportation, Administrative Services
44 Hawley Street Room 905
Notes on ApplyingQualified candidates should submit a letter of interest and a current resume, titled by last name, with the Notice Number R9-24-69 and last name in the subject line and referenced in the letter of interest no later than November 8, 2024