Position Information

NY HELPNo

AgencyHomeland Security and Emergency Services, Division 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

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 Albany

Street Address 1220 Washington Ave.

Bldg. 7A

City Albany

StateNY

Zip Code12226

Job Specifics

Duties Description The incumbent of this position will report to the Procurement Contracts Unit within the Office of Administration and Finance.

Duties include but are not limited to the following:

• 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.

Minimum Qualifications REASSIGNMENT/TRANSFER

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 a 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 for transfer under Section 70.1 as appropriate of the Civil Service Law.

NOTE: This vacancy posting is for the purposes of notifying individuals about transfer opportunities. Employees on the Civil Service eligible list will be considered. 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.

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.

The Division of Homeland Security and Emergency Services (DHSES) is an equal opportunity employer.

In accordance with the NYS Human Rights Law, DHSES 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.

DHSES is committed to fostering diversity, inclusion, and accessibility in the workplace and is committed to providing our programs and services without discrimination.

In support of Executive Order 31, all qualified individuals with disabilities are encouraged to apply.

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

How to Apply

Name Human Resources/CB

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, 5th Floor

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 225917 in the subject line of your application email to HRresumes@dhses.ny.gov.