Position Information

NY HELPNo

AgencyTransportation, Department of

TitleAdministrative Assistant 2

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade15

Bargaining UnitM/C - Managerial/Confidential (Unrepresented)

Salary RangeFrom $58066 to $72519 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

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? Yes

Location

County Albany

Street Address Regional Director's Office

50 Wolf Road

City Albany

StateNY

Zip Code12232

Job Specifics

Duties Description The incumbent will report to the Region 1 Regional Director. The Administrative Assistant 2 is the principal administrative support position in the office and responsible for increasing the effectiveness of the program staff by managing a complex, frequently changing schedule, coordinating the paper flow of the office and carrying out the day-to-day administrative support activities required to accomplish the work of the organization. Some tasks will be of a confidential nature due to the Region’s activities. The incumbent will be expected to function independently. The tasks fall into four broad categories: communications, coordination, organization and records maintenance. The position requires knowledge of the organization and basic functions of the Regional Program Areas.

Duties may include but are not limited to:

• Daily calendar management, preparation and follow up for the Regional Director.

• Coordinate and arrange meetings, determining the need for meetings as appropriate.

• Prepare daily briefing folder for Regional Director.

• Prepare required Meeting Request forms for Main Office when meetings are requested by or include Federal or State elected officials.

• Prepare or assign required Legislative Contact Sheets for Main Office Government Affairs.

• Prepare required Project Sunlight form for Main Office Legal Services.

• Prepare and maintain Regional Delegation Memos.

• Prepare travel arrangements for the Regional Director including prior approval documents, registrations, reservations and travel expense reports in SFS.

• Review, task and track incoming correspondence sent to the Regional Director. Determine if it should be inputted into the Main Office correspondence system or directed to appropriate regional group for response. Close out final.

• Produce, format or review outgoing correspondence prior to Regional Director signature.

• Assign and track Main Office correspondence for the Region through the Main Office. correspondence system, including uploading drafts and closing out final documents.

• Monitor and track incoming webmail, direct to appropriate staff for response and close out.

• Produce/update correspondence, reports and other agency documents independently.

• Track documents/plans requiring Regional Director signature.

• Manage/update regional phone lists.

• Manage/update regional organization chart using Visio.

• Track Regional Director’s incoming e-mail and deadlines.

• Establish office procedures, transmit instructions to regional staff and conduct follow up as needed.

• Act as Owner and maintain Regional Conference Room calendar.

• Act as Owner and maintain Regional Director Vehicle calendar.

• Resolve day-to-day operational challenges.

• Responsible for general office activities: regional phone line, greet visitors, sort mail, maintain office filing system, electronic rolodex and scanning business cards

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 To be considered for appointment, candidates must be reachable from the appropriate Civil Service eligible list or be eligible for re-assignment, transfer, or promotion in accordance with Civil Service Law.

Additional Comments 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.
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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.

Some positions may require additional credentials or a background check to verify your identity.

How to Apply

Name Region 1 Administrative Group

Telephone

Fax (518) 474-1882

Email Address dot.sm.r01.administration@dot.ny.gov

Address

Street NYS Department of Transportation

50 Wolf Road, Suite 1s50

City Albany

State NY

Zip Code 12232

 

Notes on ApplyingQualified candidates should submit a letter of interest and a current resume, titled by last name, with the Notice Number R01-25-042 and last name in the subject line and referenced in the letter of interest no later than May 16th, 2025 to dot.sm.r01.administration@dot.ny.gov.