Program Aide NY HELPS

The Program Aide assigned to the Bureau of Design and Construction will perform the following duties:

• Assist in the acceptance, verification, bid solicitation, contractor responsibility reviews and contract approval tracking.
• Assist in the review, approval, processing, and maintenance of construction records, progress schedules, and issuance of submittal schedules, orders on contract, and contract payments.
• Assist in setting up field office files.
• Review and maintain field and electronic construction project records, and reports on the adherence to agency inspection construction schedules.
• Assist in preparing interim and final inspection reports and contract close out, including as-built drawings produced by others in AutoCAD.
• Assist in researching and responding to inquiries from contractors concerning construction and contract interpretations.
• Perform contractor background checks.
• Assist in bid document preparation and contract award paperwork processing.
• Review and maintain time and material records, assist in procurement of construction office, safety and field supplies, and processes construction contract correspondence.

The Program Aide assigned to the Bureau of Transportation Services will perform the following duties:

• Assist with the daily operations of the Fleet Management Unit. This includes, but is not limited to:
• Assisting with Asset and Motorized Equipment Inventory reporting.
• Assist with the upkeep of the motorized equipment inventory in Fleet tracking systems.
• Oversee the ordering and distribution of new & replacement fuel credit cards.
• Manage Department accounts related to EV charging, E-ZPass, Fuel purchasing.
• DPAT
• Assist with processing, tracking, and status of equipment and vehicle procurement requests that are part of DPAT – Deployable Preparedness Asset Tracking system.
• Traffic Violations
• Process notifications related to department vehicle infractions and managing database of records.
• Fleet Reporting
• Assist with annual and as needed reporting on fleet/equipment including fuel and vehicle purchases.
• Navigate several different inventory systems for necessary data as needed.
• Vehicle Pool
• Assist with office vehicle pool. Record trips and maintain necessary mileage records as needed.
• Interact with Central Office and Regional staff to coordinate Fleet Management activities. Coordinate and disseminate Fleet Management information to Regional Operations Supervisors, Motor Equipment Maintenance Supervisors, and program POC’s.
• Coordinate with DMV, DOT, OGS and other State Agencies, as necessary, to resolve various fleet-related issues.
• Various other office duties, as needed.

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.

To be eligible for appointment under NY HELPS, candidates must meet the minimum qualifications below:

• Three years of experience performing clerical, keyboarding, or paraprofessional work in an office environment.

• Reassignment
  - Currently in the title and an employee of DEC
• Reinstatement Eligible
  - Previously held the title on a permanent competitive basis or held a title as indicated under the transfer eligible section on a permanent competitive basis.
• Transfer Eligible
  - One year of permanent competitive service at Salary Grade 11 or higher and:
• Transfer eligible under Section 70.1 - permanent competitive service as an Accountant Aide, Accountant Aide Trainee 2, Business Document Specialist 2, Stores &…