Review Vacancy
AgencyLabor Management Committees, Joint
TitleEmployee Program Assistant (Manager, Administrative Services)
Occupational CategoryFinancial, Accounting, Auditing
Bargaining UnitM/C - Management / Confidential (Unrepresented)
Salary RangeFrom $79184 to $100091 Annually
Minimum Qualifications •Three years of experience in financial management, including budgeting, procurement and contract management, and NYS travel rules and regulations. •Experience using the NYS Statewide Financial System and AnalyzeNY Financial Reporting and Contract Reporting strongly preferred. •One year of supervisory experience. •A Bachelor’s Degree from an accredited college or university strongly preferred. •Proficiency in Microsoft Office Suite and familiarity with network, database, and website operations. •Experience working in a labor-management setting desired. •A satisfactory equivalent combination of appropriate experience and education as determined by the NYS & CSEA Partnership for Education and Training and the NYS Governor’s Office of Employee Relations.
Duties Description The Employee Program Assistant (Manager for Administrative Services) plays a key role in the Partnership’s mission to promote education and training opportunities through labor-management cooperation between the State and CSEA representatives. The Manager must have a strong financial background and will be responsible for applying knowledge of State fiscal processes to meet the Partnership’s goals and objectives effectively. The Manager plans, directs, and coordinates the activities of all administrative services including fiscal oversight, contract management, support services, and information technology. Duties include but are not limited to:
Financial Management
• Oversee staff responsible for purchase requests, invoice processing, travel reimbursement and other financial responsibilities. • Review purchase justifications for submission to the Governor’s Office of Employee Relations (GOER) for approval. • Monitor grant programs, review submissions, documentation, and invoices to ensure compliance with grant criteria and NYS fiscal processes. •Track Partnership’s finances by fiscal year, including budgeted amounts, spent to date, encumbered, transferred-out and available balances in each program area. • Provide data about past expenditures and anticipated financial needs to program managers for use in planning and controlling budgets. • Assist in preparation of annual program plan and budget in collaboration with Co-Directors and Program Managers. • Respond to GOER and the Partnership’s Board of Directors regarding the status of the program plan and budget as needed.
Program Planning and Administration
• Conduct internal control reviews to ensure Partnership objectives are being met. • Provide oversight to the supervisor of the Support Services Unit, responsible for carrying out the day-to-day administrative activities required to accomplish the work of the organization. This includes administrative support functions to assist each program area, as well as managing mail service, maintenance of office equipment, auditing of time cards, records management, and the telephone system. •Develop work plans to respond to administrative support, fiscal, and information technology needs.
• Ensure necessary services and administrative processes are in place to support programs.
Contract Management
• Review and approve all invoices prior to authorization for payment.
• Approve purchases, assign approved expenditures to programs, and maintain records of purchases. • Determine contract encumbrances and track contract and purchase order remaining balances. • Monitor contract performance and delivery of services through direct observation, interactions with program staff, and assessment of deliverables. • Monitor development of contracts with institutions of higher learning for tuition benefits, nursing, the Applied Skilled Trades Program, and other job skills training. • Initiate the development of Requests for Proposals, Requests for Services, and Memoranda of Agreements to meet programmatic needs.
Database and Network Management
• Oversee the maintenance of databases that meet the needs of Partnership programs in coordination with Information and Technology Services (ITS). • Serve as liaison to GOER and ITS for network and website operations to ensure Partnership needs are met.
Written Communication
• Prepare written documents, including general correspondence, contracts and other documents in support of organizational needs.
• Review Partnership catalogs, flyers and communications to external groups to ensure quality and sensitivity in communicating to stakeholder groups.
Additional Comments Free parking available on site.
The Governor’s Office of Employee Relations does not discriminate on the basis of race, color, national origin, age, sexual orientation, religion, or disability in the admission to, access to, or employment in their programs or activities. Reasonable accommodation will be provided upon request.
Some positions may require additional credentials or a background check to verify your identity.