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

Duties Description

This position will provide professional administrative assistance to a designated Assistant Commissioner for the Department of Transportation. Duties will include supervising and coordinating office clerical and para-professional staff which support Legal Affair’s daily operations. Duties will also focus on managing communications, scheduling meetings, making travel arrangements, and organizing daily calendars in a proactive fashion while identifying the needs of senior management and performing tasks to ensure the workflow runs smoothly. The responsibilities of this position will also include:

• Facilitate efficient internal and external communications
• Act as the point of contact between executives
• Liaise with program areas, managers, and teams across the Department
• Provide prompt responses to leadership queries
• Maintain Commissioner's correspondence tracking system for a designated Assistant Commissioner
• Prepare procedures to describe, revise and control work activities.
• Develop, implement and maintain a records management program for filing, protection and retrieval of records.
• Identify problems or factors inhibiting the achievement of program goals.
• Implement work plans to achieve program goals considering the objectives and the problems to be solved.
• Prepare relevant analyses, such as cost/benefit analysis and systems analysis.
• Assist with management of personnel activities for the Division: preparing job postings, reassignments, recruitment/interviewing, canvassing lists
• Assist with assignment, case, and work group task management.
• Provide technical assistance to program managers regarding civil service law, policies and practices, or other administrative processes.
• Effectively utilize office management systems, and assist with training and provide technical assistance to staff
• Reviewing incoming correspondence and draft responses where appropriate
• Review correspondence for Assistant Commissioner's signature
• Coordinate daily calendars of Assistant Commissioner
• Coordinate and arrange meetings, schedule and monitor appointments
• Act in a quality assurance role for responses to stakeholder and customer inquiries
• Coordinate travel arrangements and complete expense reports for Division staff
• Provide additional phone coverage for Commissioner's Office as needed.
  
  

The preferred candidate will possess excellent analytical, writing, and proofreading skills; have the ability to manage multiple and competing priorities; have the ability to proactively approach and recommend resolution to issues; possess an awareness of and provide assistance with sensitive and confidential matters; and have the ability to exercise discretion and confidentiality with sensitive information.

Background Summary

A day in the Department’s Office of Legal Services is fast-paced, diverse, and rewarding. The Office of Legal Services has significant involvement in all aspects of the agency. The Department’s attorneys represent and advise on matters concerning, but not limited to: the project development process, compliance with environmental laws, procurement law including vendor responsibility, construction law including project labor agreements (PLAs) and dispute resolution; contract drafting and negotiation; litigation against the Department, right of way management and property acquisition, notices of violations (NOVs) for passenger and freight transportation; consultation with and contracting with Railroads, municipalities, public transportation agencies; as well as Freedom of Information Law (FOIL), tax exempt bond issuances, employment, ethics, Aviation, traffic safety, legislation, audits, grants, and State and Federal regulatory compliance.

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:
  
  

Administrative Specialist Trainee 1: A bachelor’s degree or higher.

Administrative Specialist Trainee 2: A bachelor’s degree AND Either 1. One year of professional experience *; OR 2. a Juris Doctor, master's or higher degree in a field related to the position being filled **

Administrative Specialist 1: A bachelor’s degree AND Either 1. Two years of professional experience*; OR 2. a Juris Doctor, master's or higher degree in a field related to the position being filled** AND one year of professional experience*.

• Professional experience must be performing the duties of the full performance level position.
• Hiring agencies have discretion in determining whether a degree is related to the duties of the position
  
  

If chosen, you may, at the agency's 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

• 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.

If you are on the Professional Career Opportunities (PCO) eligible list, please state that along with your score in your cover letter.

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 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.