Administrative Assistant 1

Duties Description

The incumbent of this position will serve as the principal administrative support for the Bureau of Employee & Traffic Safety. The duties will include, but are not limited to the following:

• 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.
• Special projects as assigned.
• Backup for processing HOOCS Applications.
• Serve as the primary FOIL contact and facilitator.

• 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.
• Completion of forms.
• Use image Certification to certify Automated Work Zone Speed Enforcement transactions as defined by NYS Vehicle and Traffic Laws.
• Additional tasks assigned.

• Administer the Safety Shoe Program.
• Process invoices.
• Assist with the Employee Safety Incentive Program.
• Assist with Safety and Health Programs.
• Additional tasks assigned.

Minimum Qualifications

Current New York State employee with 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.

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.

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.

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, 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…