NY HELPNo

AgencyAging, Office for the

TitleAssistant Director Financial Administration 1 - VID 204966

Occupational CategoryFinancial, Accounting, Auditing

Salary Grade661

Bargaining UnitM/C - Managerial/Confidential (Unrepresented)

Salary RangeFrom $93659 to $118388 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 5%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Albany

Street Address 2 Empire State Plaza, 3rd Floor

City Albany

StateNY

Zip Code12223

Duties Description Duties include, but are not limited to:
• Identify and track agency contracts from inception to close-out, including identifying when a contract needs to be initiated or reprocured; schedule and oversee meetings with program and fiscal staff to facilitate the development process; schedule and coordinate other meetings as may be necessary throughout the process to ensure timely processing, payment and closeout of contracts.
• Track and monitor contracts through any system that is used to identify the status and location of contracts to ensure timely approval and payments.
• Interface with procurement vendors/providers to determine if they are non-responsive or untimely, or inadequate in their responses.
• Primary responsibility for the administration of numerous State contracts, including but not limited to Legislative member items and lump sum initiatives; review proposals for programmatic and fiscal correctness, adherence to State policy, compatibility with NYSOFA programs and goals and availability of funds.
• Responsible for monitoring and reporting on State Operations and Aid to Localities funding disbursements for federal, General Fund and Special Revenue Accounts used to fund contracts and purchases.
• Assist the Director of Contracts Administration in responding to the NYS Office of the Attorney General, NYS Office of the State Comptroller, legislative committees and contracting entities inquiries to resolve procurement and contracting issues; assist in producing Spending Plans and reports for State Operations and Aid to Localities funding, including producing monthly, required annual and ad hoc reports for dissemination to control agencies as well as Legislative Fiscal and Aging Committees.
• Prepare and/or review the procurement records to ensure that all applicable laws, rules, and regulations are adhered to and that the proposed contracts represent the best value or lowest cost to New York State. Review budget modifications and contract amendments to determine the impact on the contract and ensure continued compliance with applicable laws, rules and regulations. Provide guidance, technical assistance, and training to agency and contractor/bidder staff to facilitate the contract and procurement processes, ensuring that all applicable requirements are met. Performs field visits to grantees as necessary.
• Oversee the agency's purchasing processes to ensure full compliance with New York State Finance Law. This includes adhering to agency-specific guidelines when using the Agency Procurement Card and responding to audit inquiries from the Office of the State Comptroller.
• Review and draft procurements, Requests for Proposals/Applications, Invitation for Bids, Sole/Single Source Procurements, Request for Quotes to assist in determining vendor selection and reasonableness of price, develop Memorandums of Understanding with other State Agencies and other related financial/procurement responsibilities.
• Exercise proficiency in the Statewide Financial System to accomplish required contract and procurement tasks. Prepare monthly status and expenditure schedules to share with program and fiscal staff. Provide ongoing technical assistance to grantees. Perform miscellaneous tasks such as the review and revision of procedures, checklists and forms, propose changes to existing program guidelines or assist in the development of new guidelines as assigned.
• Assist the Director of Contracts Administration in developing and implementing new systems and processes for reporting and operations.
• Responsible for staff supervision, training, distribution of assignments and oversight of overall Contracts and Purchasing Unit work product.
• Supervise and train staff in the review, development, and preparation of procurements, contracts, purchasing and related documents and processes to ensure compliance with New York State Finance Law, NYS Procurement Council Guidelines, other State policies and procedures and Executive Orders.
• Direct and train staff related to Minority and Women Owned Business Enterprises (MWBE) and Service-Disabled Veteran Owned Businesses (SDVOB) participation in contracts, including preparing agency goal plans and reporting for MWBE, SDVOB, EO 32 and other State requirements as needed.

Minimum Qualifications Current New York State employee with one year or more of qualifying permanent service in a position allocated to a Grade 23 or above and eligible for transfer under Section 70.1 or 52.6 of the Civil Service Law.

Preferred Qualifications:
2 or more years of State work experience training or developing staff procedures to comply with NYS procurement and contracting laws and policies OR 2 or more years’ experience processing contracts and/or direct work on procurements for goods and/or services.

NOTE: IN ORDER TO AWARD THE PROPER CREDIT FOR WORK EXPERIENCE, RESUMES MUST INCLUDE MONTH AND YEAR FOR START AND END DATES. IF ANY OF THIS EXPERIENCE IS LESS THAN FULL TIME YOU MUST INDICATE THE AVERAGE NUMBER OF HOURS WORKED PER WEEK.

Additional Comments • Travel may be required (approximately 5%), including during evening and weekends, depending on mission and assignment.
• Possession and maintenance of a valid Driver’s License issued by the NYS Department of Motor Vehicle is required, or otherwise demonstrate the capacity to meet the transportation needs of the job.

The NYS Office for the Aging is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage applicants for all communities to apply.

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/AS

Telephone 518-473-5282

Fax 518-486-1631

Email Address HRresumes@ogs.ny.gov

Address

Street NYS Office of General Services, HRM

31st Floor Corning Tower, Empire State Plaza

City Albany

State NY

Zip Code 12242

Notes on ApplyingPlease submit a resume and cover letter to HRresumes@ogs.ny.gov detailing how you meet the minimum qualifications along with the month/year and, if less than full time, the average hours worked per week for each position listed. Indicate the Position Title & Vacancy ID number of each position you are applying to.