Program Aide (NYHELPS) Region 9 Planning & Program Management
: Job Details :

Paraprofessional Duties

Responsibilities may include serving a role within the Incident Command System to support the department's response to regional and statewide emergency situations.

Perform paraprofessional duties under the supervision and guidance of professional staff in the Regional Planning & Program Management Office (RPPMO). The candidate would be expected to exercise a considerable amount of independent judgment in the performance of duties and application of various state and federal laws, procedures, rules, regulations, and guidelines that require interpretation. The candidate will be expected to independently prepare written summaries and reports and apply agency procedures in support of your assignment. Specific duties may include, but are not limited to:

• collect, tabulate, and analyze data
• draw conclusions from analyzed data and make appropriate recommendations
• develop, maintain, and update database programs and methods of data analysis
• prepare, review, evaluate, and analyze a variety of reports and other documents
• review and make recommendations on grant applications and contracts
• monitor the use of funds to ensure compliance with applicable laws, rules, and regulations
• perform various budget/finance or human resources activities
• train and supervise subordinate staff

In the performance of these duties, the candidate would have frequent oral and written communication with program and administrative staff and others outside the agency.

The duties will be performed at the direction of the Regional Planning & Program Manager:

• Provide clerical and administrative support for the RPPMO including answering phones; processing incoming and outgoing mail and paperwork; addressing questions from various internal and external stakeholders and/or directing internal and external inquiries to appropriate staff.
• Preparation, review, and processing of written correspondence in accordance with department standards for professional staff.
• Oversight of office supplies, office furniture, and assigned vehicles including associated coordination, maintenance, purchasing, documentation, and inventory.
• Assistance with hiring and human resources processes and documentation in support of the RPPMO.
• Data entry tasks including QA/QC for various units within the RPPMO
• Coordination with other NYSDOT groups to support Program Management, Local Programs, and/or Public Outreach Units with the RPPMO.
• Assist the Public Involvement Unit with logistics for large mailings, public meetings, and other outreach efforts. This may occasionally require work outside of core hours, which would be scheduled in advance.
• Occasionally provide administrative and clerical coverage for other Functional Groups.
• 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 3 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. Employees appointed via the NY HELPS program are restricted for promotional appointment until their position is covered-in to the competitive class by the New York State Civil Service Commission (CSC), or they otherwise obtain permanent competitive status. The CSC has recently covered-in employees who were appointed via NY HELPS on a permanent or contingent permanent basis between June 26, 2024 and June 11, 2025. Notification to employees regarding a change in their status is forthcoming. You may wish to apply if you received a permanent NY HELPS appointment to a qualifying title within these timeframes and are interested in this opportunity. Your eligibility for promotion will be reviewed by Human Resources. Employees with a permanent NY HELPS appointment occurring effective 6/12/25 or later will be addressed with a subsequent cover-in. 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 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. Some positions may require additional credentials or a background check to verify your identity.