Office Assistant 1 - Region 10 (NY HELPS)

NY HELP Yes Agency Transportation, Department of Title Office Assistant 1 - Region 10 (NY HELPS) Occupational Category Clerical, Secretarial, Office Aide Salary Grade 06 Bargaining Unit ASU - Administrative Services Unit (CSEA) Salary Range From $35177 to $43521 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 7:30 AM To 3:30 PM Flextime allowed? No Mandatory overtime? Yes Compressed workweek allowed? No Telecommuting allowed? No County Suffolk Street Address 1400 Walt Whitman Road South Service Road City Melville State NY Zip Code 11747 Duties Description Candidate will work primarily in Residency 05 (Melville) and assist Bridge Maintenance (Babylon) on an as needed basis. Candidate could be assigned to the Regional Maintenance Office (Hauppauge) on a part-time or full-time basis for a period of time.The incumbent of this position will perform duties consistent with the Civil Service Classification Standard for this title in the Transportation Maintenance Residency Office. The duties include but are not limited to: Candidates must be able to read, understand and apply procedures, rules, regulations, and laws. Maintain Residency inventory (such as office supplies: toners, paper, calendars, etc). Sorting and distributing mail. Data entry for databases, SFS, MMS, HRIS, SEERT, LATS, HRIS, and AMS. Answering telephones and appropriately responding to or referring inquiries made by employees, vendors, and customers. Providing assistance to the Transportation Office Assistant 2 in the administration of the Residency program which may include Personnel, Purchasing, and Training activities, such as:o Hiring and promoting employees, and employee orientations.o Assisting with ordering supplies, purchase orders, and vouchers,o Tracking and entering TRINFO data,o Entering Travel Vouchers for employees within the Countyo Reviewing employee’s time in MMS ensuring flex time, overtime, recalls, meal allowance and leave times are all correct; then sending approved MMS records to the Time and Attendance system.o These activities may include creating spreadsheets, using calculators, and other means of performing calculations.o These activities also may include entering information info, offering basic interpretations of information within, or the Statewide Financial System (SFS) and/or Microsoft Access or similar computer database software package.o The position duties may incorporate, but are not limited to, financial (including recording keeping, bookkeeping, and reconciliation activities), purchasing, procurement, or statistical functions. Preferred candidates will possess excellent written and oral communication skills, as well as proficiency in computer programs such as Microsoft Word, Excel, PowerPoint, Access, and Outlook. Reconcile purchase card charges as a proxy, confirm receipt of good and services in SFS. Any given assignment may encompass a broad or narrow range of activities. Answer questions from and provide information to various parties (e.g. the public, residency employees, vendors, etc.) regarding agency activities, transactions, and procedures. Schedule appointments and meetings using various office tools. Perform routine processing activities, including checking forms for completeness and accuracy. Assist in gathering or compiling data for reports, graphs, charts, tables, or other products. May also prepare routine reports or assist others in the preparation of reports (e.g. expense reports, evaluation and probationary reports, accident reports, etc.), following established guidelines. Maintain, update, and correct records and files. 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).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:There are no minimum education or experience requirements for this title.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 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. Some positions may require additional credentials or a background check to verify your identity.Name Administrative Services Office Telephone (631) 952-6171 Fax (631) 952-6169 Email Address [email protected] Address Street NYS Department of Transportation - Region 10 250 Veterans Memorial Highway City Hauppauge State NY Zip Code 11788 Notes on Applying Qualified candidates should submit a letter of interest and resume with the Notice Number R10-24-123 in the subject line and referenced in the letter of interest no later than January 9, 2025 to: NYS Department of Transportation – Region 10 250 Veterans Memorial Highway Hauppauge, NY 11788 Fax: (631) 952-6169 Email: [email protected] 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 [email protected] 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.