To be considered for appointment, candidates must be reachable from the appropriate Civil Service eligible list or be eligible for reassignment or transfer in accordance with Civil Service Law. If a viable eligible list does not exist, a provisional appointment may be made in accordance with Civil Service Law. Candidates who accept a provisional appointment must take the next competitive examination and be reachable on the resultant eligible list to be considered for permanent appointment to the position.
The minimum requirements for taking the examination are: must be a qualified employee of New York State and have had three months of permanent competitive or 55-b/55-c service as follows: Examination Composition Assistant, Keyboard Specialist 2, Keyboard Specialist 2 (Spanish Language), Keyboard Specialist 3, Law Department Document Specialist, Office Assistant 2 Keyboarding, Office Assistant 2 Keyboarding (Spanish Language), Secretary 1 /Administrative Assistant 1, Secretary 1/Administrative Assistant 1 (Spanish Language), or Senior Data Entry Machine Operator. After one year of the service described in the Minimum Qualifications, successful candidates will be qualified for appointment.

The incumbent will report to the Region 5 Regional Director. The Administrative Assistant 2 is the principal administrative support position in the office and is responsible for increasing the effectiveness of program staff by managing a complex, frequently changing schedule, coordinating the document flow of the office, and carrying out the day-to-day administrative support activities required to accomplish the work of the Region. The incumbent will be expected to function independently. The tasks fall into four broad categories: communication, coordination, organization, and records maintenance. The incumbent will establish and maintain office procedures; set-up and maintain paper and electronic filing systems; implement office procedures; resolve day-to-day operational challenges; respond to phone calls; sort mail; organize, expedite, and follow up on projects; and coordinate information flow by acting as liaison among key executives, employees, and the public. The position requires knowledge of the organization and basic functions of the Regional Program Areas.
Duties include, but are not limited to:
• Daily calendar management, preparation, and follow up for the Regional Director. • Review incoming correspondence and coordinate the draft response where appropriate. • Review outgoing correspondence. • Track and assign correspondence documents throughout the region sent through Main Office (COM system and e-mail) and upload/send final documents. • Coordinate and arrange meetings, determining the need for meetings as appropriate. • Complete required paperwork for Main Office approval of meetings with state electeds. • Take minutes for Management Team Meeting. • Schedule appointments and make travel arrangements for Regional Director and prepare travel vouchers in SFS. • Resolve day-to-day operational challenges. • Produce correspondence, reports, and other agency documents independently. • Track Regional Director’s incoming e-mail and deadlines. • Process PER 79s through Main Office Ethics. • Track documents/plans requiring Regional Director’s signature. • Manage/update Org Charts for each Region 5 group in Visio. • Manage/update regional phone lists. • Handle RD Office Purchasing needs, including processing in SFS.
Responsibilities may include serving a role within the Incident Command System to support the Department’s response to regional and statewide emergency situations.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Office of Employee Relations at (518) 474-6988 or via email at info@oer.ny.gov.
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.
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.