Office Assistant 1 - (NY HELPS) Region 8 - StateJobsNY : Job Details

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 As an Office Assistant 1, you would perform entry-level clerical and office support work, including processing transactions and maintaining records, in a variety of organizational settings, to meet the requirements of agency programs. Prepare subcontractor and trucking firm approval packets for RCS review (i.e., Print documents from subcontractor, prepare the checklist, etc.) Scan and distribute subcontractor and trucking firm approvals by RCS. Maintain a summary of approved Subcontractors and Trucking Firms for each contract. Perform payroll audits in EBO to assist EIC/RCS. Maintain a spreadsheet of current contracts in the Region with all pertinent information for RCS quick reference (i.e., Project description, Training requirements, goals, EIC/Supervisor, Estimated start/end dates, Prime Contractor, Waiver information, Environmental Permits, etc.) Process any EBO access requests from staff (i.e., Send request form to staff, send completed access forms to RCS for approval, forward to the EBO team for action) Ensure Change Orders are accurately entered in EBO; If any are missing, notify EBO team and copy RCS. Assist RCS by locating project folders for audits, reviews, etc. Filing, Scanning, Copying as requested. Assist with Blue Book verifications by adding to a spreadsheet for the RCS to review (i.e., data entry). Assist with RCS monthly checks by preparing documentation (i.e., Print monthly checklists for RCS monthly reviews of projects, print monthly utilization report, print prompt payment report, print Pre-Award information) Set up new project folders (i.e., create e-files and office working files with all subfolders). Responsibilities may include serving a role within the Incident Command System to support the department's response to regional and statewide emergency situations. Additional Comments *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 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. Some positions may require additional credentials or a background check to verify your identity.Name Administrative Services Telephone Fax 845-###-#### Email Address [email protected] AddressStreet 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 R08-24-93 and last name in the subject line and referenced in the letter of interest no later than 12/16/2024 to:Administrative ServicesNew York State Department of Transportation, Region 8,4 Burnett Boulevard Poughkeepsie, NY 12603Email: [email protected]