Program Aide (NYHELPS)

Duties Description

The incumbent will be required to perform various tasks which fall into four broad categories: communication, coordination, organization, and record maintenance. Within these categories, Program Aides perform a variety of tasks which enable managers and program staff to accomplish the mission of the agency.

• Responsible for providing administrative assistance directly to the Administrative Specialist 1 including organizing correspondence with regional Fleet shops, scheduling/coordinating meetings, agendas, meeting minutes and ensuring timely follow-up on all action items.
• Maintain Fleet main office phone line coverage and route calls to the appropriate party.
• Provide coverage of multiple shared email boxes to assist other state agencies and regional staff.
• Perform duties of the main office training liaison by distributing WLDB information that pertains to the Fleet employees.
• Assisting with the Fleet Administration and Support SharePoint site updates.
• Assist with special projects including data collection/coordination, running, reconciling, distributing various reports, and updating email distribution lists as necessary.
• Responsible for the department’s accounts payable services including processing the receipt of goods/services within the Statewide Financial System (SFS) and assisting with travel expense reports, preparing Pre-Travel Authorizations and Budget Funding Attachment.
• Act as a point of contact for statewide team leaders assisting with all logistics of various statewide team meetings. Including but not limited to, venue selection, lodging coordination, agenda and meeting related document creation, etc.
• Responsible for processing requisitions in SFS for all 3 units of Fleet Administration (Equipment, Technical Support and Administration).
• Track department expenditures, and when necessary, submit FileNet Change Notice requests to add funds, change budgetary coding, or descriptions to purchase orders.
• Serve as an SFS Point of Contact for Fleet main office employees, updating user access roles and assisting with password resets.
• Act as an OITS liaison submitting Help Desk Tickets for Fleet Main Office staff.
• Responsible for overseeing the interagency billings for fuel and maintenance services.
• Responsible for sending out timely correspondence to various department heads statewide, specifically related to traffic infractions, such as work zone speed violations, red light violations, etc.
• Oversee the agency’s commercial E-Z Pass account via the NYS Thruway online portal, ensuring seamless communication with designated point of contact.
• Assist with researching toll violations and provide necessary corrective action.
• Assist with the processing of all regional requests for new/replacement EZ-Passes and processing the order with NYS Thruway Authority (NYSTA).
  
  

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

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).*

Qualifications

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 are:

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

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.

Additional Comments

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

• 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.

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).