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Review Vacancy

Date Posted 12/06/23

Applications Due12/21/23

Vacancy ID145569

AgencyMental Health, Office of

TitleOffice Assistant 3 (Calculations) – Two positions, Central Office;

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade14

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $53262 to $64693 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5


From 8 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County New York

Street Address NYS Office of Mental Health

44 Holland Avenue

City Albany


Zip Code12229

Minimum Qualifications Candidates must be employed by New York State to be eligible to apply for this position.

TRANSFER: Candidates must have permanent status as an Office Assistant 3 (Calculations), Grade 14, and be eligible for lateral transfer; OR be eligible for transfer under Section 70.1 of the Civil Service Law.

Promotion Opportunity:
In accordance with Section 52.7 of the Civil Service Law, this notice advises all employees of the Office of Mental Health of our intention to potentially conduct a non-competitive promotion examination for the position of Office Assistant 3 (Calculations), G-14, at the Office of Mental Health, Central Office. Permanent appointment may be made by non-competitive promotion of an applicant who meets the position’s minimum qualifications if all requirements of a non-competitive promotion appointment are met. In order to be eligible for a non-competitive promotion examination, candidates must have one year of permanent competitive or 55-b/55-c service as an Office Assistant 2 (Calculations) or Office Assistant 2 Calculations Chinese Language, G-9.

PROVISIONAL: In the event that there is not a valid eligible list, candidates who meet the following promotion qualifications may be qualified for a provisional appointment:

One year of permanent competitive or 55-b/c service as an Office Assistant 2, Office Assistant 2 Spanish Language, Office Assistant 2 (Calculations), Office Assistant 2 (Customer Service), Office Assistant 2 (Customer Service Spanish Language), Office Assistant 2 (Stores/Mail), Office Assistant 2 (Keyboarding), or Office Assistant 2 (Keyboarding Spanish Language).

If you are provisionally appointed, you must take the next scheduled Civil Service examination for this title and your score must be reachable on the resulting eligible list before you can be permanently appointed. If you do not pass the examination or achieve a reachable score, you may not be retained.

Duties Description The Office of Mental Health (OMH) is recruiting to fill two Office Assistant 3 (Calculations), Grade 14 positions in the Office of Financial Management, Community Budget and Financial Management (CBFM) Group. This position is assigned to the Contracts & Claims unit as the initial receiver of more than 500 direct contracts funded by OMH's Aid to Localities budget including Federal Housing and Urban Development (HUD) contracts for grants supporting residential programs, handling Vendor Responsibility reviews and related vendor profiles, and the pre-qualification of not-for-profit vendors who must be ‘pre-qualified’ in order to apply for and receive grant funding for mental health services.

Duties will include, but are not limited to, the following:

-- Reviewing contract documents for completeness and accuracy to ensure consistency with all applicable NYS requirements;

-- Complete thorough review of Vendor Responsibility Questionnaire, including verification of compliance with NYS Workers' Compensation and NYS Disability Insurance coverage requirements.

-- Tracking the status of contracts and provider budget submissions for compliance with NYS prompt contracting requirements;

-- Issuing notices to providers of outstanding contract documents to ensure that the State is not at risk of interest penalties;

-- Preparation of annual Prompt Contracting Report.

-- Participation in LEAN Timely Contract Payment Project to facilitate improvements to contract process resulting in more timely contract payments.

-- Reviewing vendor submissions in Document Vault in Grants Gateway to make determination of vendor Pre-Qualification status; Routinely monitor Document Vault for needed modifications to ensure vendors are compliant and in pre-qualified status.

--Completing Vendor responsibility reviews to ensure our not for profits are in good financial & legal standing prior to submission to OSC.

--Issuances of electronic contracts in the Grants Gateway

--Supervision of two salary grade 9 employees responsible for timely encumbrances of contracts, thorough completion of documents required for OSC contract submission, monitoring SFS for approvals of contracts & release of encumbrances for payments.

-- Assist with procurement-related functions, including bid openings, preparation of procurement records, maintenance of procurement files, and other duties as assigned.

-- Compiling data for principals in the preparation of federal grant reports and monitoring of contract status against prompt contracting deadlines;

-- Compiling contract documents in response to Freedom of Information Law (FOIL) requests.

Additional Comments Specific scheduled hours and telecommuting availability for this position will be discussed during the interview process. Please note, employees are required to apply and obtain approval through management to telecommute according to operational needs and Agency Telecommuting Program Guidelines.

The Mission of the New York State Office of Mental Health is to promote the mental health of all New Yorkers, with a focus on providing hope and supporting recovery for adults with serious mental illness and children with serious emotional disturbances. Applicants with lived mental health experience are encouraged to apply. OMH is deeply committed to supporting underserved individuals, organizations, and communities. To this end, OMH is focused on implementing activities and initiatives to reduce disparities in access, quality, and treatment outcomes for underserved populations. A critical component of these efforts is ensuring OMH is a diverse and inclusive workplace where all employees' unique attributes and skills are valued and utilized to support the mission of the Agency. OMH is an equal opportunity/affirmative action employer.

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

Name Leslie A. Brownell


Fax (518) 486-3897



Street NYS Office of Mental Health

44 Holland Avenue

City Albany

State NY

Zip Code 12229


Notes on ApplyingTo be considered for this position, interested candidates should email a cover letter and resume in Microsoft Word or PDF format to Please include the title of the position and Vacancy ID #145569 in the subject line of your email when applying.

You are advised that, should you accept a job offer with the Office of Mental Health, you may be required to be fingerprinted and pay a fingerprint fee.

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