Tentative Classification Standards issued by the Division of Classification & Compensation are shared with the operating agencies of State government for their consideration and comment. Accordingly, this document that you are viewing is subject to change and will be issued in final form at the completion of the review period.

New York State Department of Civil Service

Division of Classification & Compensation


Tentative Classification Standard


                                                                                                Occ. Code 2553320


Transportation Office Assistant 2, Grade 11



Brief Description of Class Series


            Transportation Office Assistant 2 positions perform a variety of administrative office tasks to assist in the day-to-day operation of an assigned unit or section.


These positions are classified in the Department of Transportation and the Canal Corporation.



Distinguishing Characteristics


            Transportation Office Assistant 2: processes forms and paperwork relating to human resources, payroll, and purchasing; ensures that all office work is performed correctly, and that records and files are properly maintained; and trains employees in office procedures and work.



Related Classes


              Administrative Assistants 1, Grade 11, perform many support tasks but level of involvement is limited by the tasks being performed by the program or by the size and scope of the program supported. Incumbents usually work for administrators, and technical or program staff who generally give some direction in setting priorities and answering questions.


            Office Assistants 2, Grade 9, either supervise two or more Office Assistants 1 or other lower-level staff; and/or directly perform the more difficult or complicated clerical processing and office support work for which substantive knowledge of the program area is required.



Illustrative Tasks


Prepares the biweekly payroll for assigned unit.


·         Supervises the audit of timecards, including review of overtime worked and eligibility for overtime meals.


·         Computes pay for overtime, inconvenience, lost time, and holidays.


·         Directs the preparation of payroll forms and verifies the accuracy of the payroll.


·         Prepares payroll worksheet for the regional office, indicating salary totals, salary additions and deletions, and adjustments.


·         Prepares reports of overtime worked and justifications for each instance of overtime.


·         Computes deductions and processes exchanged and lost checks, lump sum payments, and overtime meal checks.


Performs a variety of operational human resources functions such as hiring, recruitment, and employee service tasks.


·         Completes, processes, and reviews human resources forms for appointments, promotions, leaves of absence, sick leave, resignations, and retirements.


·         Conducts orientation for new employees by processing paperwork, explaining benefits and terms and conditions of employment, scheduling physicals, and setting up individual personnel records.


·         Arranges for health insurance benefits by explaining options, processing changes in options or coverage, and resolving problems.


·         Composes and posts vacancy notices.


·         Canvasses eligible lists and schedules interviews.


·         Notifies supervisors of due dates for probationary and performance evaluations and ensures that evaluations are complete and submitted on time.


·         Maintains listings of employees, salaries, and positions.


·         Prepares accident and injury reports, keeps records of lost time, and prepares monthly reports of injuries.


Maintains and monitors expenditures.


·         Maintains account books by program areas.


·         Posts expenditures by category and reviews supporting documentation for accuracy and completeness.


·         Maintains running balances for each account and balances books periodically.


Prepares and processes purchase orders.


·         Determines appropriate sources for purchase of materials and services.


·         Prepares and processes purchase orders and enters order and dollar value in log.


·         Prepares and reviews vouchers against orders, adjusts differences, and maintains account balances.


·         Prepares purchase order changes to reflect changes in price, quantity, and/or delivery time.


·         Follows up with vendor when orders are not received on time or are incomplete to determine the cause of the problem and when materials will be received.


Processes and prepares travel vouchers for employees. Maintains petty cash fund and stamp ledger.


Prepares a variety of reports for maintenance and operations programs, including but not limited to storm reports, "green thumb" reports, and annual bituminous usage reports.


May review municipal snow and ice vouchers and related documents.


May be required to gather information and process special hauling permits.


Screens visitors and callers by answering questions and referring problems and complaints to the supervisor or resolves them in the absence of the supervisor.


May supervise lower level administrative support positions. 



Minimum Qualifications


Transportation Office Assistant  2


Promotion: one year of service in a clerical or administrative title allocated to salary Grade 5 or higher.




Note: Classification Standards illustrate the nature, extent, and scope of duties and responsibilities of the classes they describe. Standards cannot and do not include all the work that might be appropriately performed by a class. The minimum qualifications above are those required for appointment at the time the Classification Standard was written. Please contact the Division of Staffing Services for current information on minimum requirements for appointment or examination.