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Review Vacancy

Date Posted 01/25/16

Applications Due02/12/16

Vacancy ID27217

AgencyIndigent Legal Services, Office of

TitleSpecial Assistant

Occupational CategoryNo Preference

Salary GradeNS

Bargaining UnitM/C - Management / Confidential (Unrepresented)

Salary RangeFrom $75000 to $80000 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Exempt Class

Travel Percentage 0%

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? No

County Albany

Street Address Alfred E Smith State Office Building

80 South Swan Street

City Albany

StateNY

Zip Code12224

Minimum Qualifications A bachelor’s degree from an accredited college or university and a minimum of five (5) years of successful experience in managing grants, contracts and related budgets.

In addition, the ideal candidate will have strong written and verbal communications skills, including proficiency in the Microsoft Office Suite, and experience coordinating large procurements and resultant processes. Familiarity with the Business Services Center (BSC); and a working knowledge of the Statewide Financial System (SFS), Grants Gateway, and FileNet are strongly preferred, but not required.

Duties Description The Special Assistant will serve as the Manager of Grant Solicitation and Distribution for the Office of Indigent Legal Services (“Office”), and manage these activities as related to the Statewide distribution of grants and funds. The incumbent of this position will serve under the direction of the Director of the Office (“Director”) and agency Counsel (“Counsel”) and be responsible for preparing initiatives for the Director’s approval pursuant to the provisions of Executive Law Article 30, Sections 832 (3) (a) – (k). This position requires an understanding of legal concepts, statutory interpretation and attorney-client privilege. All case-related information and knowledge obtained in the performance of these duties must be treated as highly confidential information.

Specific responsibilities for this position include:

• Directs and manages the Office’s statewide grants program;
• Assists in all aspects of the procurement solicitation and award process, including: release of the solicitation document; posting of ads related to the procurement; outreach to known vendors; scheduling of evaluation committee meetings; participation in evaluation meetings and recording of supporting information; preparation of award documents; conducting research regarding vendor responsibility; and award notification through correspondence to appropriate stakeholders;
• Reviews all project proposals for eligibility, completeness, compatibility with Office programs and goals, and availability of funds;
• Recommends approval or disapproval of applications and amendments;
• Coordinates and prepares contracts, work plans identifying key deliverables, and critical dates by utilizing electronic systems such as Excel, the Statewide Financial System (SFS), Grants Gateway and FileNet;
• Follows up on proposed contracts throughout the approval process with internal reviewers and external approval agencies such as the Office of General Services, Department of Law, and the Office of the State Comptroller;
• Ensures project compliance with applicable laws and regulations;
• Monitors all phases of project progress to ensure compliance with regulations, project scope and contract terms;
• Communicates with officials and other interested parties regarding project issues;
• Reviews or prepares draft responses to questions raised by control agencies during the approval process;
• Supervises subordinate staff assigned to statewide grants and distributions program;
• Monitors all payments to ensure compliance with applicable guidelines, including maintaining ongoing communication with grantees about claims issues and facilitating problem resolution as needed;
• Assists in the agency’s effort to apply for and accept any grant or gift for any of the purposes of the Office or the Indigent Legal Services Board (“Board”), pursuant to the provisions of Executive Law Article 30, Section 832 (3) (k);
• Prepares progress reports for the Director and the Indigent Legal Services Board (“Board”), as requested;
• Assists with special assignments and projects and performs other related duties, as requested.

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

Name Jennifer O’Connor Teepe

Telephone 518-473-5282

Fax 518-486-1631

Email Address HRresumes@ogs.ny.gov

Address

Street NYS Office of General Services, HRM

40th Floor Corning Tower, Empire State Plaza

City Albany

State NY

Zip Code 12242

 

Notes on ApplyingPlease submit cover letter along with a clear and concise resume detailing how you meet the minimum qualifications for this position as listed in Specifics and indicate the Vacancy ID number for which you are applying.

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