NY HELPNo

AgencyTransportation, Department of

TitleOffice Assistant 3

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade14

Bargaining UnitOSU - Operational Services Unit (CSEA)

Salary RangeFrom $56506 to $68630 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.50

Workday

From 8 AM

To 4 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Albany

Street Address NYS Department of Transportation - Office of Contract Management - Purchasing Unit

50 Wolf Road

City Albany

StateNY

Zip Code12232

Duties Description Duties will include use of Microsoft Office, Adobe Acrobat, the Statewide Financial System (SFS), and may include use of Equitable Business Opportunities (EBO) and NYSCS software programs. The selected candidate will perform the following:

• Bid clerk functions for Purchasing - scheduling bid dates, coordinating use of conference rooms, preparation and creation of bid mailing lists, attendance at formal bid openings, recording and certifying Bid Tabulations, post-bid results verification and tabulation preparation in Microsoft Excel. Bid Tabulation Results document creation for posting to the NYS Contract Reporter by contract managers.
• Main Phone line coverage.
• Open, review, sort and distribute mail to staff.
• Workflow coordination and contract requisition entry and tracking in Purchasing Tracking Application (PTA) and saving files to P: Drive.
• Vendor maintenance in the PTA.
• Entry of purchase order change notices in the BSC FileNet system.
• SFS procurement contract entry and financial transaction processing.
• SFS purchase order processing.
• Monitor and assign emails from Purchasing central e-mailbox.
• File management (paper) and record requests and archive management.
• P: Drive file management (electronic) management.
• Maintain Office calendar, schedule meetings and trainings, and handle related logistics.
• Use Visitor Management System program liaison to input visitors.
• Backup coverage for EBO and NYSCS systems administration for contracts and outreach.
• Prepare letters, memos, and reports for review and signature.
• Prepare reports (including spreadsheets and power points) using statistical and narrative information.

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 permanent appointment, candidates must be reachable on the current Civil Service eligible list or be eligible for reassignment or transfer in accordance with Civil Service Law.

Preferred Qualifications:
Candidates must possess strong organizational and interpersonal skills. Attention to detail, as well as the ability to handle multiple priorities and ensure deadlines are met are essential, as are the ability to communicate with suppliers, the public, and all levels of agency staff. Work experience in procurement and proficiency in the Statewide Financial System (SFS) is preferred.

Additional Comments Applicants must be currently authorized to work in the United States on a full-time basis.

The salary range listed reflects the full range for this graded position. For new State employees appointed into graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts. For more salary information please visit https://oer.ny.gov/salary-schedules

DOT is an equal opportunity employer.

Disabled persons are encouraged to apply. 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. Candidates for employment must have proper authorization to work in the United States at the time an offer of employment is made. The Department will not sponsor a nonimmigrant for a temporary employment visa (H-1B or similar), OPT STEM, or for permanent residence. Offers of permanent employment may not be made to nonimmigrants whose employment authorization is limited to a period of practical training (F-1 or similar).

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

Name Linda Carmody

Telephone

Fax

Email Address linda.carmody@dot.ny.gov

Address

Street NYS Department of Transportation - Purchasing Office, Contract Management

50 Wolf Road

City Albany

State NY

Zip Code 12232

Notes on ApplyingQualified candidates should submit a letter of interest, a current resume, and a copy of required transcripts (if applicable), titled by last name, with the Notice Number MO-26-105 and last name in the subject line and referenced in the letter of interest no later than March 30, 2026 to:

NYS Department of Transportation
Linda Carmody
Purchasing Office, Contract Management
50 Wolf Road, 6th Floor
Albany NY 12232
linda.carmody@dot.ny.gov