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NY HELP Yes

Agency Transportation, Department of

Title Office Assistant 1 - (NY HELPS) Region 8

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 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 Ulster

Street Address NYS DOT - Residency 8-7

11 Quarry Street

City Kingston

State NY

Zip Code 12401

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 for this position are:There are no minimum education or experience requirements for this title. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.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 Office Assistant 1 General Office Support• Answer questions from and provide information to various parties regarding agency activities, transactions, and procedures. Refer inquiries as necessary.• Operate various communication systems such as telephones and computers; and keep records of such communications.• Operate, and perform basic cleaning and maintenance on, office machines and equipment. Clear paper jams in copiers, scanners, and printers; replace toner cartridges; and clean keyboards and screens.• Schedule appointments and meetings using various office tools.• Perform routine processing activities, including checking forms for completeness and accuracy. Calculations• Maintain basic financial, accounting, and/or statistical records.• Perform calculations and computations, primarily on computers and calculators, using known and standard formulas and methods.• As needed and as directed, contact various internal and external parties to obtain information.• Prepare, process, review, and record numerical transactions and records. This activity may include: processing bills and vouchers; reviewing or auditing calculations or statistics; or disbursing or receiving items of value such as cash or vouchers, including, for example, such tasks as calculating and collecting fees. Keyboarding and Document Preparation• Type, proofread, review, and correct correspondence, documents, records, and other written material.• Transcribe hand-written materials.• Make appropriate corrections for format, accuracy, and validity.• Assist in gathering or compiling data for reports, graphs, charts, tables, or other products.• Create graphs, charts, or other visual aids to display data.• May also prepare routine reports or assist others in the preparation of reports, following established guidelines. Record-Keeping and Filing• Maintain, update, and correct records and files. -3-• Receive, screen, review, and verify documents, forms, applications, claims, and other documents for completeness, content, and accuracy.• Establish new files by coding and numbering forms, creating folders, and compiling relevant material.Stores and Mail• Receive, pick up, deliver, open, appropriately record, time stamp, sort, and distribute mail, e-mail, or other forms of correspondence or communication, or goods, materials, or stores.• Maintain files, correspondence, documents, records, materials, and stores pursuant to guidelines.• Maintain various listings for mail service purposes.• Process outgoing mail by inserting letters into envelops, sealing envelopes, and applying correct postage.• May operate a motor vehicle to pick up and deliver mail. Inventory• Receive, unload, unpack, sort, store, count, and distribute goods received, following established procedures. • Advise supervisor upon receipt of damaged goods or incomplete or incorrect shipments.• Issue and may deliver goods from stock according to procedure.• May package goods for shipment.• Take periodic physical inventory and maintain perpetual inventory records.• Keep shelves and stock clean, neat, and in proper place. Data Entry and Verification• Enter data and information into and retrieve data and information from computerized systems.• Verify data previously transcribed or entered to detect errors.• Perform various clerical or office assistance tasks such as scanning documents and verifying accuracy of data from scanned documents.

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 this time, agencies may recruit and hire employees by making temporary appointments. In June 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin. At a future date (within one year of permanent appointment), 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 the same rights and privileges of competitive class employees of New York State. While serving permanently in a 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

Telephone

Fax 845-431-7927

Email Address dot.sm.r8.hr.personnel@dot.ny.gov

Address

Street Administrative Services NYS DOT

4 Burnett Blvd

City Poughkeepsie

State NY

Zip Code 12603

Notes on Applying Qualified candidates should submit a letter of interest and a current resume, titled by last name, with the Notice Number R08-24-43 and last name in the subject line and referenced in the letter of interest no later than 6/28/2024 to:New York State Department of TransportationAdministrative Services4 Burnett Blvd Poughkeepsie, NY 12603E-mail: dot.sm.r8.hr.personnel@dot.ny.gov