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Review Vacancy

Date Posted 06/06/18

Applications Due06/29/18

Vacancy ID53962

AgencyIndigent Legal Services, Office of

TitleSpecial Assistant (Working Title: Assistant Grants Manager 2)

Occupational CategoryOther Professional Careers

Salary GradeNS

Bargaining UnitM/C - Management / Confidential (Unrepresented)

Salary RangeFrom $68000 to $84000 Annually

Employment Type Full-Time

Appointment Type Temporary

Jurisdictional Class Pending Exempt

Travel Percentage 15%

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? No

County Albany

Street Address Alfred E. Smith Building, 11th Floor

City Albany


Zip Code12224

Minimum Qualifications A bachelor’s degree from an accredited college or university and a minimum of three (3) years of successful experience in grants management. Strong written and verbal communications skills and a proficiency in Microsoft Office Suite, particularly Excel and Word. Familiarity with the Business Services Center (BSC); and a working knowledge of the Statewide Financial System (SFS), Grants Gateway, and FileNet are strongly preferred.

Duties Description Special Assistant will serve as Assistant Grants Manager 2 and will assist in coordinating the activities of the Office of Indigent Legal Services (“Office”) related to the distribution of grants and funds through a variety of procurement methods, including RFPs, Distributions and Sole/Single Source procurements. The incumbent of this position will report to the Manager of Grant Solicitation and Distribution (“Grants Manager”), who in turn reports to the agency Administrative Officer. This position requires an understanding of legal concepts, statutory interpretation and attorney-client privilege. All case-related information and knowledge obtained in the performance of these duties must be treated as highly confidential information.

Specific responsibilities for this position include:

• Coordinate and participate in the solicitation, evaluation and awarding of grants and funds through a variety of procurement methods, including RFPs, Distributions and Sole/Single Source procurements;

• Under the guidance of the Grants Manager, oversee the voucher payment process and review of claims for contracts and participate in the development and review of contracts and budget modifications or revisions, including recommending approval or disapproval of such modifications or revisions;

• Assist in overseeing all aspects of the procurement solicitation and award process, including; release of the solicitation document; posting of ads related to the procurement; outreach to known vendors; scheduling of evaluation committee meetings; participation in evaluation meetings and recording of supporting information; preparation of award documents; research regarding vendor responsibility; and award notification through correspondence to appropriate stakeholders;

• Develop and update contract materials, reports and instructions, and policies and procedures for use by grant and distribution funded programs;

• Assist in ensuring the timely submission and review of quarterly expenditure reports by counties with ILS structured payment contracts;

• Under the guidance of the Grants Manager, ensure the accurate and timely review of all grant and distribution program objectives and summary of services for completeness, compatibility with Office programs and goals, and availability of funds;

• Coordinate and prepare contracts, work plans identifying key deliverables, and critical dates by utilizing electronic systems such as Excel, the Statewide Financial System (SFS), Grants Gateway and FileNet;

• Follow up on proposed contracts, claims for reimbursement and budget modifications or revisions throughout the approval process with internal reviewers and external approval agencies such as the Office of General Services, Department of Law, and the Office of the State Comptroller;

• Communicate with fiscal staff of counties and indigent legal service providers and other interested parties regarding claims for reimbursement, structured payments, contracts and budget modification or revisions;

• Supervise subordinate staff assigned to statewide grants and distributions program;

• Monitor all payments to ensure compliance with applicable guidelines, including maintaining ongoing communication with grantees about claims issues and facilitating problem resolution as needed;

• Under the guidance of the Grants Manager, prepare progress reports, as requested;

• Assist with special assignments and projects and performs other related duties, as requested.

Additional Comments *Please note, this position is temporary pending final approval from the Governor’s Office for placement in the Exempt class.

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

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

Name Human Resources/JM/TBD

Telephone 518-473-5282

Fax 518-486-1631

Email Address


Street NYS Office of General Services, HRM

31st Floor Corning Tower, Empire State Plaza

City Albany

State NY

Zip Code 12242


Notes on ApplyingPlease submit cover letter along with a clear and concise resume detailing how you meet the minimum qualifications for this position as listed in Specifics and indicate the Position Title & Vacancy ID number for which you are applying.

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