Position Information

NY HELPSNo

55-b/c EligibleYes

AgencyChildren & Family Services, Office of

TitleOffice Assistant 3 Calculations

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade14

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $59049 to $71719 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

InternshipNo

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Rensselaer

Street Address Capital View Office Park - Bureau of Contract Management

52 Washington Street

City Rensselaer

StateNY

Zip Code12144

Job Specifics

Duties Description Log and/or audit both Legislative and/or Service claims within eight (8) days of receipt. Claims must be audited and processed with goal of payment within 30 days of receipt by the Designated Program Office (DPO) to avoid Prompt Payment Interest.

Log, process, and prepare letters when required to contractors regarding contract budget modifications, time/cost amendments, claim status, adjustments, rejections, and/or requests for additional information.

Close contracts and complete the related tasks such as encumbrances, purchase orders or liquidations, run ledgers, and change the contract status.

Maintain workflow for assigned Legislative and/or Service contracts, which includes, establishing and maintaining open contract file, filing contract related correspondence and backup documentation in contract file and upload into CMS, photocopying and distributing contracts and communicating with contract managers and vendors to resolve simple Claim for Payment issues.

Maintain and monitor Claims for Payment being held for contract approval, budget modification, time/cost amendments to ensure these documents are paid appropriately and in accordance with fiscal requirements.

Initiate purchase order documents (STS/PO’s) as required.

Process payable advance and Claims for Payment documents.

Maintain payment tracking reports, notifying appropriate BCM auditors of issues and/or rejection.

Supervise two G-9 Calculation Clerk II staff responsible for processing Claims for Payment for the Advantage Aftercare School Programs (AASP) and Legislative programs, ensuring payments are made accurately and in accordance with prompt payment law.

Package contracts for external approval process. This includes coordinating the proper documents to have contracts sent to the Attorney General’s Office and to the Office of the State Comptroller, with a minimum of inquiries by the external agencies.

Assist as required in providing office support to Bureau as necessary and appropriate.

Special projects as assigned.

Additional duties will be discussed in detail during the interview.

Minimum Qualifications One year of permanent competitive or 55b/c service in this title or in a title eligible for 70.1 transfer.
This position may be designated 55 b/c and is subject to verification of applicant eligibility.

Additional Comments Background Investigation Requirements:

1) All prospective employees will be investigated through a Criminal Background Check (CBC), which includes State and federal Criminal History Record Checks. All convictions must be reported; conviction of a felony or misdemeanor, or any falsified or omitted information on the prospective appointee’s employment application, may bar appointment or result in removal after appointment. Each case will be determined on its own merits, consistent with the applicable provisions of State and federal laws, rules, and regulations. Prospective employees will be fingerprinted in order to obtain a record of their criminal history information, and may be required to pay any necessary fees.

2) All prospective employees will be screened against the Statewide Central Register of Child Abuse and Maltreatment (SCR). Prospective employees will be required to pay any necessary fees.

3) For Division of Juvenile Justice and Opportunities for Youth (DJJOY) prospective appointees will be checked against the Staff Exclusion List (SEL) maintained by the Justice Center for the Protection of People with Special Needs. Prospective employees whose names appear on the SEL as having been found responsible for serious or repeated acts of abuse or neglect will be barred from appointment and may have their names removed from the eligible list(s) for the title(s) if applicable.

The Office of Children and Family Services (OCFS) is an equal opportunity employer. OCFS does not discriminate based upon age, race, creed, color, national origin, sexual orientation, gender identity or expression, religion, military or veteran status, sex, disability (including pregnancy-related conditions), predisposing genetic characteristics, familial status, marital status, or status as a victim of domestic violence, or other applicable legally protected characteristics. We devote special attention to dismantling racial injustice and recognize that diversity in our workforce is critical to fulfilling our mission. We are committed to the diversity of our staff and encourage applicants from marginalized communities to apply. In furtherance of Executive Order 31 and OCFS’s mission to have a diverse workforce, all people with disabilities are encouraged to apply. All applicants must be dedicated to working in and sustaining an environment of inclusion that affirms and celebrates the backgrounds, learned, and lived expertise, whole identities, and individual perspectives of our staff. Applicants of all backgrounds and experiences are encouraged to self-identify during the application process.

Some positions may require additional credentials or a background check to verify your identity.

How to Apply

Name New York State Office of Children and Family Services

Telephone 518-473-7936

Fax 518-473-6122

Email Address eoajobpostings@ocfs.ny.gov

Address

Street Bureau of Personnel - NLS

52 Washington Street, 231 North

City Rensselaer

State NY

Zip Code 12144

 

Notes on ApplyingQualified candidates should e-mail their resume and letter of interest to eoajobpostings@ocfs.ny.gov You MUST include the Vacancy number of the position in the subject line of your email and/or cover letter to ensure receipt of your application. In order to qualify you for the position when you have current or prior New York State employment, you may be contacted by OCFS Personnel for your social security number to confirm your employment history.