Administrative Assistant 1

About the role

The incumbent of this position will serve as the principal administrative support for the Bureau of Employee & Traffic Safety.

Responsibilities

• Office of Traffic Management
  • Draft memos as needed.
  • Schedule and coordinate meetings.
  • Obtain vehicles when required.
  • Order supplies and maintain inventory.
  • Draft correspondence as requested by management.
  • Process travel requests.
  • Document and organize department conference calls.
  • Assist with processing HOOCS permits.
  • Monitor and maintain special hauling restrictions.
  • Organize Authorized Towing Garage (ATG) Letters of Authorization.
  • Oversee and process Potential Garage requests and files.
  • Organize and compile all correspondence between the Authority and ATGs.
  • Backup for tandems, convoys and impounds.
  • Distribute mail to the appropriate individuals within the department.
  • Serve as the Department of Maintenance and Operations Records Retention Manager.
  • Serve as the primary FOIL contact and facilitator.
  • Special projects as assigned.
  • Backup for processing HOOCS Applications.
• Automated Work Zone Speed Enforcement
  • Provide customer service by answering questions, addressing complaints, maintaining effective communication with the ability to problem solve and follow-up with customers.
  • Provide telephone and written correspondence.
  • Perform data entry.
  • Review reports for accuracy.
  • Complete forms.
  • Use image Certification to certify Automated Work Zone Speed Enforcement transactions as defined by NYS Vehicle and Traffic Laws.
  • Additional tasks assigned.
• Office of Employee Safety and Health
  • Administer the Safety Shoe Program.
  • Process invoices.
  • Assist with the Employee Safety Incentive Program.
  • Assist with Safety and Health Programs.
  • Additional tasks assigned.

Requirements

Minimum Qualifications for Current New York State Employees:

• One year or more of qualifying permanent service as a Salary Grade 6 or above and eligible for transfer under Section 70.1 of the NYS Civil Service Law.
• Successful completion of a traineeship and concurrent probation period will lead to an appointment to an Administrative Assistant 1, Salary Grade 11.

NY HELPS Minimum Qualifications:

• 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 as a Trainee 1, you will advance to the 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. 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.

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, meaning 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. While serving permanently in an NY HELPS title, employees may take part in any promotion examination for which they are qualified.

Benefits

• Paid time off
• Sick leave incentive
• Membership to the NYS Retirement System
• 90% tuition assistance
• Free onsite employee parking

Pay

The salary range for this position includes all applicable annual components of pay which are:

• Base Pay Range from Hiring Rate: $37,894 up to Job Rate: $61,995
• Recruitment & Retention Pay: $7,000

This position may be filled as a traineeship. The starting salaries for this traineeship are outlined below. For current New York State employees, salary is based on the candidate’s salary at the time of hire.

• $37,894 (Trainee 1, equated to SG-8)
• $41,575 (Trainee 2, equated to SG-10)
• $43,555 (Journey Level, SG-11)

Eligibility for employment: All potential candidates must be legally eligible to work in the United States at the time of appointment and throughout employment with the New York State Thruway Authority.