Review Vacancy
AgencyPeople With Developmental Disabilities, Office for
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $56506 to $68630 Annually
Duties Description POSITION DESCRIPTION:
The Office Assistant 3 position would be assigned in the Business Office Purchasing/Accounts Payable Unit. The individual assigned to this position is responsible for ensuring purchases are made according to procedures and guidelines; assist with bid work, establishing contracts with preferred source vendors, and entering and interpreting data in SFS. The position requires computer knowledge, an aptitude for working with numbers, the ability to multi-task, organizational skills, and the ability to work well with others. A person in this position will review documents, verify information, and process work in accordance with State rules and regulations.
This OA3 would assist with guidance, technical assistance, and training to agency staff and/or potential bidders to facilitate the contract and procurement process, ensuring all control requirements are met. Additional responsibilities include Auditing and processing invoices that pertain to contracts (certified payroll, etc); Reviewing and assigning Prevailing Wage rates to bids; updating DOL regarding all Prevailing Rate Cases (PRCs); Reviewing and proving purchase requisitions; Coordinating with staff regarding timely invoice payments and P-Card reconciliations.
Additionally, this OA3 would conduct written and oral communications with vendors and agency staff for the purpose of providing and requesting information, resolving issues, and/or explaining procedures. They’d also assist in supervising clerical staff involved in processing, recording, maintaining, and reviewing electronic and/or paper documents; and other Business Office functions and/or duties as assigned.
PRIMARY DUTIES AND RESPONSIBILITIES:
Data Entry into Statewide Financial System to charge the appropriate district account for purchases made by staff using their state-issued VISA card
Review purchases made with VISA for appropriateness for NYS to pay
Ensure VISA documentation received is timely and complete
Process bank deposits, as necessary
Review documents in the State Financial System
Process VISA transactions for payments handled by the Accounts Payable Department
Provide general office support
Operate various communication systems such as telephones and computers; and keep records
of such communications.
Answer phones, develop and complete forms, assist clients, create or assist in the
preparation of reports, charts, and other related activities.
Maintain, update and correct records and files.
Receive, screen and review various documents and/or forms.
Assist with guidance, technical assistance, and training to agency staff and/or potential bidder(s) to facilitate the contract and procurement processes, ensuring all control requirements are met. Audits and processes Invoices that pertain to contracts. Certified Payroll, Coordinates with staff regarding timely payment of invoices and P-card reconciliations.
Provides backup for Business Office - Supervising clerical staff engaged in processing, recording, maintaining, and reviewing electronic and/or paper documents.
Business Office functions, and other duties as needed.
LinkedIn: https://www.linkedin.com/company/nys-office-for-people-with-developmental-disabilities/posts/?feedView=all
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Minimum Qualifications Competitive:
Candidates must be reachable for appointment on Current Civil Service Eligible List for this title.
Transfer Qualifications:
Candidates must have one year of permanent competitive, non-competitive or 55-b/c status in the posted title and be eligible for lateral transfer; OR be eligible to transfer via Section 70.1, 70.4, or 52.6 of Civil Service Law. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.
To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website: https://careermobilityoffice.cs.ny.gov/cmo/gotit/index.cfm.
Additional Comments • If you are currently a New York State employee serving in a permanent competitive qualifying title and eligible for a transfer via Section 70.1 of the Civil Service Law, you may be appointed to this title as a permanent competitive employee.
• For CSEA positions: Local Bidding Agreements will be honored.
• Preference will be given to OPWDD employees impacted by closures. If you are being impacted by closure, please indicate this on your resume.
• All OPWDD employees must be eligible and maintain eligibility for full and unconditional participation in the Medicare and Medicaid programs. Continued employment will depend on maintaining eligibility.
• If you are employed by state government you may be able to receive loan forgiveness under the Public Service Loan Forgiveness Program (PSLF). The PSLF Program forgives the remaining balance on Direct Loans after 120 qualifying monthly payments have been made under a qualifying repayment plan while working full-time for a qualifying employer. For more information on PSLF, please visit www.studentAid.gov/publicservice.
• Employees on long term leave can bid on positions but must be able to report to work within fourteen (14) days and be able to perform the essential functions of their positions with or without reasonable accommodation (RA).
• If an employee or job applicant believes that they need a reasonable accommodation, they should contact the Reasonable Accommodation Unit at (518) 486-7222 or email accommodationrequests@opwdd.ny.gov to obtain information and RA forms.
• Savings programs such as the U.S. Savings Bond and the College Savings Plan.
• Voluntary pre-tax savings programs such as Health Care Spending Account and the Dependent Care Advantage Account offer employees options to pay for uncovered health care expenses or dependent care expenses.
• Access to the Employee Assistance Program (EAP) an assessment and referral service that connects employees with local service providers and support services to address their personal needs.
• Life insurance and Disability insurance.
• The New York State Deferred Compensation Plan is a voluntary retirement plan that offers employees the option to invest a part of their salaries for retirement on a tax-deferred basis.
• Paid Holidays and Leave:
° Thirteen (13) paid holidays each year.
° Thirteen (13) days of paid vacation leave initially.
° Five (5) days paid personal leave each year.
° Thirteen (13) days of paid sick leave each year (PEF/CSEA), which may carry over from year to year.
° Up to three (3) days professional leave each year to participate in professional development events.
• Health Care Coverage:
Employees and their eligible dependents can choose from a variety of affordable health insurance programs. Employees are provided family dental and vision plans at no extra cost.
• Paid Parental Leave:
Paid Parental Leave allows eligible employees to take up to 12 weeks of paid leave at full pay for each qualifying event. A qualifying event is defined as the birth of a child or placement of a child for adoption or foster care.
• Retirement Program:
Participate in The NYS Employees’ Retirement System (ERS), which is recognized as one of the best-managed and best-funded public retirement systems in the nation.
• Professional Development and Education and Training:
NYS offers training programs and tuition assistance to eligible employees to maintain and increase their professional skills and prepare them for promotional opportunities. For more information, please visit https://oer.ny.gov/training-and-professional-development.
• Additionally, the Public Service Workshops Program (PSWP) offers certain professional training opportunities for PEF represented and M/C designated employees that may grant continuing education credits towards maintaining professional licensure. For more information, please visit https://oer.ny.gov/public-service-workshops-program-pswp.
• OPWDD is an Equal Opportunity/Affirmative Action employer dedicated to creating and sustaining a culture of inclusion. We believe that we are most effective in managing and improving our service system with a diverse team of employees. With such a large workforce, we rely on the collective individual differences, life experiences, knowledge, self-expression, ideas and talent that our employees bring to their work. This speaks to our culture and is a key part of our successes. As we continuously recruit people for our team, we welcome the unique contributions that applicants bring in terms of their education, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veteran’s status, color, religion, disability, sexual orientation and beliefs.
***All people with disabilities are encouraged to apply***
Some positions may require additional credentials or a background check to verify your identity.