Position Information

NY HELPNo

AgencyMilitary and Naval Affairs, Division of

TitleAgency Program Aide

Occupational CategoryFinancial, Accounting, Auditing

Salary Grade13

Bargaining UnitDMNA - Division of Military and Naval Affairs (CSEA)

Salary RangeFrom $45159 to $55008 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class "Other" (generally Military Law positions)

Travel Percentage 5%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 7 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

Location

County Albany

Street Address New York State Division of Military and Naval Affairs Headquarters - Directorate of Facilities Management and Engineering

330 Old Niskayuna Road

City Latham

StateNY

Zip Code12110

Job Specifics

Minimum Qualifications This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service.

One (1) year of permanent service in a position allocated to a salary grade (SG)-9 or higher, in which duties have included accounting, tabulation and/or calculation of data, analysis of data, performing mathematical calculations or similar duties.

OR

Associate's degree from a regionally accredited college or university in finance, accounting, auditing or similar degree; plus one (1) year of full-time experience in accounting, auditing, bookkeeping or similar duties.

OR

Three (3) years of full-time experience in accounting, auditing, finance, data collection and analysis or similar duties in facilities management, design and construction or similar environment.

AND

In accordance with NGB standards, will be required to obtain and maintain a favorable background investigation, and have an appropriate clearance to allow access to computer networks and restricted areas to determine suitability, loyalty, and trustworthiness. Minimally a National Agency Check with Inquiry (NACI) will be completed - dependent on current regulation, a SECRET clearance may be required.

Must possess a valid driver's license to operate a motor vehicle in the State of New York.

Must be proficient in Microsoft Office Suite.

Must be able to read and write in English.

Required to have or successfully complete within 90 days of receiving computer access, all Statewide Financial System (SFS), Statewide Learning Management System (SLMS) and other computer training as related to position duties.

In accordance with NGB standards, will be required to obtain and maintain a favorable background investigation, and have an appropriate clearance to allow access to computer networks and restricted areas to determine suitability, loyalty, and trustworthiness. Minimally a National Agency Check with Inquiry (NACI) will be completed - dependent on current regulation, a SECRET clearance may be required.

* Other combinations of education and work experience, including military, may be considered, however, candidate for agency program aide must demonstrate a combination totaling at least three (3) years and direct relevance to the job duties noted.

At all times, the employee MUST maintain minimum standards in accordance with current , and as amended, agency, statutory and NGB requirements and directives; failure to do so will subject the individual to disciplinary action, including possible termination.

NOTE: Position standards illustrate the nature, extent and scope of duties and responsibilities of the position described. Standards cannot and do not include all of the work that might be appropriately performed by the incumbent. The minimum qualifications above are those which were required for appointment at the time the Position Standards were written. Please contact State Human Resources Management for any further information regarding the position requirements.

Duties Description This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service.

The Agency Program Aide is responsible for providing support to the assigned supervisory chain in the Facilities Management and Engineering Directorate (MNFE) or other directorate as assigned. This position exercises a considerable amount of independent judgment in performing duties. The incumbent is expected to analyze, interpret and apply various State and Federal laws, procedures, rules, regulations, and guidelines; seeking legal guidance as needed.

Agency Program Aides perform less complex professional activities that may closely resemble those performed by the professional staff. They are expected to understand the mission of the program area to which they are assigned and to provide input and suggestions for improved operations. Incumbent will perform a variety of assignments that are of moderate difficulty. They must use good judgment in determining the completion of assignments based on priorities and operational needs of the professional and technical staff.

The position performs responsibilities in accordance with all current and amended, DMNA policies and procedures, federal and state statutes, and where applicable, the contract bargaining agreement and requirements of the National Guard Bureau (NGB), specifically the Master Cooperative Agreement (MCA) and supporting regulations. The position may report to state and/or federal supervisory personnel.

Specifically, duties may include, but are not limited to the following:

• Assists in carrying out program planning and project development activities.
• Assists in preparing short-term and long-range work objectives and goals.
• Applies analytical techniques as required by the program area.
• Develops, maintains and updates database programs and models as required for specific programs for Federal and State funds utilizing agency data systems – especially in the Statewide Financial System (SFS) and the General Fund Enterprise Business System (GFEBS).
• Monitors and evaluates data for deficiencies and develops and oversees various manners in which the data will be utilized, analyzed, reported, charted, etc.
• Assists in ensuring compliance with administrative and programmatic requirements.
• Monitors and manages the financial status of budgets and contracts and prepares close-out and other reports as required.
• Gathers, reviews, and evaluates information required for professionals to conduct financial and program audits.
• Provides liaison with various agency sections and Federal, State and local agencies.
• Prepares and edits draft correspondence and other documents.
• Assists in preparation, review, evaluation and analysis of a variety of reports and records specific to the program assigned.
• May provide training and supervision.
• Responds to inquiries.
• Has frequent verbal, written and face-to-face communication with program staff, agency staff and staff of other Federal, State and local agencies.
• Will complete and attend training as required.
• Periodic overtime may be required
• Periodic travel may be required using various modes of transportation.
• Performs other duties as assigned.

JOB REQUIREMENTS:
• Required to have or successfully complete within 90 days of receiving computer access, all training associated with assigned data systems such as SFS, GFEBS and the Statewide Learning Management System (SLMS) as related to duty assignments.
• Must be proficient in common computer software systems and specifically Microsoft Office Suite.
• Familiarity with budgeting and finance principles and practices, including cost analysis, monitoring and forecasting fund expenditures.
• Knowledge of applicable laws, rules and regulations both federal and state.
• Must have strong organizational skills.
• Ability to work in a high volume, fast-paced office environment.
• Ability to apply guidelines, procedures and policies governing duties and responsibilities assigned such as construction codes, budget preparation process, etc.
• Ability to gather and analyze program and fiscal information and draw logical conclusions.
• Ability to organize, consolidate and prepare written material and tabular information into a clear, concise, and logical report/presentation form.
• Ability to identify errors in data, design or fiscal problems and notify supervisor.
• Ability to perform tasks independently without supervision.
• Ability to get along with and interact well with different groups of people, including co-workers, outside agency staff and management comprised of both Federal and State personnel.
• Experience in multi-tasking and prioritizing multiple deadlines.
• Strong verbal and written communication skills.
• Ability to read and write in English.
• Demonstrate reliability and trustworthiness.

Additional Preferred Skills:
• Experience working with SFS.
• Working knowledge of agency and Division of the Budget (DOB) guidelines, procedures and policies governing the budget process.
• Working knowledge of Office of the State Comptroller (OSC) rules and regulations governing the maintenance of fiscal records.
• Experience with the administration of Federal grants.
• Knowledge of federal and state budgetary and purchasing procedures.
• Familiarity with general state and or federal operational policies and procedures.
• Supervisory experience.

Additional Comments This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service.

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

Contact Information

Name Kira Quintana

Telephone XXX-XXX-XXXX

Fax 518-786-4969

Email Address ng.ny.nyarng.mbx.mnhs-job-posting@mail.mil

Address

Street New York State Division of Military and Naval Affairs Headquarters - State Human Resources Management

330 Old Niskayuna Road

City Latham

State NY

Zip Code 12110

 

Notes on ApplyingTo be considered for interview, submit a cover letter and resume. In e-mail subject line and cover letter indicate the title, location, vacancy announcement number of the position for which you are applying. Ensure to clearly note how you meet the minimum qualifications for the position. Please be certain to note any specific licenses or certifications in a skilled trade.

If you are a former public employee retired within New York State currently receiving benefits, indicate this and the name of the retirement system in your cover letter.

Cover letter and resume may be submitted via E-mail (preferred method), FAX, or Mail. ENSURE TO COPY E-MAIL ADDRESS EXACTLY.

E-mail to: ng.ny.nyarng.mbx.mnhs-job-posting@mail.mil
FAX to: (518) 786-4969
For Questions: (518) 786-4830

Mail to:
New York State Division of Military and Naval Affairs
State Human Resources Management
330 Old Niskayuna Road
Latham, New York 12110-3514
Attn: Classifications

ALL DOCUMENTS MUST BE RECEIVED IN STATE HUMAN RESOURCES MANAGEMENT (MNHS) BY DECEMBER 21, 2018.

VAGUENESS AND OMISSIONS WILL NOT BE RESOLVED IN YOUR FAVOR.


Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.

ALL CURRENT PERMANENT DMNA STATE EMPLOYEES WHO MEET THE MINIMUM QUALIFICATIONS WILL BE INTERVIEWED TO EVALUATE THEIR QUALIFICATIONS, TRAINING, EXPERIENCE, ABILITY TO MEET THE NEEDS OF THE DIVISION AND ABILITY TO PERFORM THE DUTIES AND REQUIREMENTS OF THE POSITION. THE REQUIREMENT TO PROVE QUALIFICATION SHALL REST WITH THE EMPLOYEE.

ALL OTHER CANDIDATES WHO MEET THE MINIMUM QUALIFICATIONS WILL BE CONSIDERED FOR INTERVIEW TO EVALUATE THEIR QUALIFICATIONS, TRAINING AND EXPERIENCE IN RELATION TO THE DUTIES AND REQUIREMENTS OF THE POSITION.