NY HELPNo

AgencyHomeland Security and Emergency Services, Division of

TitleOffice Assistant 3 (Calculations)

Occupational CategoryFinancial, Accounting, Auditing

Salary Grade14

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $54860 to $66634 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

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

County Albany

Street Address 1220 Washington Ave

Bldg 7A

City Albany

StateNY

Zip Code12226

Minimum Qualifications Current New York State Division of Homeland Security and Emergency Services employee with one year or more permanent, contingent-permanent or 55b/c service as an Office Assistant 3 (Calculations) and are interested in reassignment; OR Current New York State employee with one year or more of permanent, contingent-permanent, or 55b/c service in a position allocated to a Grade 12 and eligible for transfer under Section 70.1 as appropriate of the Civil Service Law.

NOTE: Employees on the Civil Service eligible list will be considered and should not respond to this posting. If you are on the eligible list and not reachable, you may be eligible for transfer. You are encouraged to access GOT-IT on the Career Mobility website (careermobilityoffice.cs.ny.gov/cmo) to determine transfer eligibility.

Provisional Pending Examination:
If a viable eligible list does not exist, a provisional appointment may be made in accordance with Civil Service Law. Candidates who accept a provisional appointment must take the next competitive examination and be reachable on the resultant eligible list in order to be considered for permanent appointment to the position. Please visit https://www.cs.ny.gov/jobseeker/ for additional information on state examinations.

The minimum qualifications for a provisional appointment are:
One year of permanent competitive or 55-b/55-c service in a clerical, keyboarding, or paraprofessional title allocated to Grade 7 or higher. Qualifying titles are available at:
https://www.cs.ny.gov/examannouncements/announcements/37837titles.cfm.

Duties Description The incumbent will report to the Office of Administration and Finance's Procurement Contracts Unit. Duties include but are not limited to:

• Conduct a random review of agency contract purchase orders (PO) and invoices and its applicable supporting documents retrieved from Statewide Financial System (SFS) to ensure adherence to the executed agency contract procedures and requirements.
• Design and produce summary reports using data base or spreadsheet software and other written reports related to the verified agency contract purchase orders and invoices.
• Perform document control functions such as scanning of contract documents, proper file-naming and filing to corresponding folders in SharePoint.
• Assist in the ongoing administration of other agency contracts with vendors and ensure adherence to established contract procedures and requirements.
• Research vendor contracts with the State to ensure compliance with agency procurement policy and NYS finance law.
• Perform market research, including Minority- and Women-Owned Business Enterprises (MWBE) and Service-Disabled Veteran-Owned Business (SDVOB) searches.
• Complete vendor responsibility review.
• Maintain an effective working relationship with program and administrative organizations;
• Assist in various aspects of contract preparation, contract approval, and other areas of procurement and contract administration;
• May be required to work overtime and support disaster related activations; and
• Perform other projects and assignments, as needed.

Additional Comments NOTE: Support of operations during times of emergency and disaster from State Emergency Operations Center (EOC), state field offices and/or local deployments may be required, which would result in a change and/or increase in working hours, locations and/or duties.

NOTE ON TELECOMMUTING: Employees are required to apply and obtain approval through management to telecommute according to the agency’s Telecommuting Program Guidelines.

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

Name Human Resources/EW

Telephone 518-486-5700

Fax 518-485-8432

Email Address HRresumes@dhses.ny.gov

Address

Street NYS Division of Homeland Security and Emergency Services, HRM

1220 Washington Ave., Bldg. 7A

City Albany

State NY

Zip Code 12226

Notes on ApplyingPlease submit a resume and cover letter detailing how you meet the minimum qualifications. Indicate the Position Title & Vacancy ID 172441 in the subject line of your application email to HRresumes@dhses.ny.gov.