Program Aide (NY HELPS) - Region 7

Under the direction of a higher-level supervisor, the candidate will perform administrative and technical tasks for the Office of Right of Way.

The Program Aide will assist staff with program activities at a para-professional level that includes, but is not limited to:

• Handle paperwork and processing associated with Appraisal, Acquisitions, Property Management and the Capital Program;
• Review and process payment of invoices, purchase requisitions, purchase orders, p-card purchases, payment vouchers, etc.;
• Prepare routine correspondence;
• Answer the main telephone line, transfer calls, take messages;
• Schedule meetings, maintain meeting calendars, attend meetings, generate minutes;
• Prepare outgoing office mail and deliver to the mail room;
• Open, sort, stamp, distribute incoming mail in accordance with staff assignments;
• Review outgoing correspondence for proper grammatical usage and clarity. Ensure that appropriate background material is enclosed;
• Generate reports and spreadsheets;
• Possess a working knowledge of Microsoft Office Word and Excel;
• Maintain various office paper and electronic filing systems;
• Maintain the office supply inventory;
• Occasionally provide administrative, clerical and telephone coverage for other regional groups or Regional Director’s office;
• Establish and maintain all records and files for the office’s Fleet vehicle(s) as well as monitor maintenance schedules and ensure all required servicing, inspections and any repairs are completed promptly.
• Enter data into various databases;
• Be the initial point of contact for visitors;
• Some field work may be required;
• Have the ability to work independently and handle various situations as they arise;
• Perform other duties as needed.

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).*

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 Information

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.

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

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.