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Review Vacancy

Date Posted 08/03/18

Applications Due08/13/18

Vacancy ID57727

AgencyInformation Technology Services, Office of

TitleProject Assistant, Equated to SG-31, Ref #00868

Occupational CategoryI.T. Engineering, Sciences

Salary GradeNS

Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)

Salary RangeFrom $0 to $135089 Annually

Employment Type Full-Time

Appointment Type Temporary

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? No

County Albany

Street Address State Campus

Building 5, Floor 2

City Albany


Zip Code12226

Minimum Qualifications Ten years of experience managing large, complex projects within state government. At least five years must include experience in budget/finance administration within state government. Must have completed a large enterprise project greater than $100M in value and scope. Experience must support a timeline from the RFP development, award, and implementation through the stabilization of the system.

Bachelors degree may substitute for two years of experience.

Masters degree may substitute for an additional year.

Duties Description Under the direction of the Bureau Director, the Project Assistant will be responsible for developing procurement strategies/deliverables, overseeing vendor relations and contract management, and ensuring projects are delivered on time and within budget for grants and licensing initiatives such as DOS Corporations re-platforming and modernizations, State Liquor Authority electronic licensing backend system and workflow management, Verizon VCC implementations, DEC Automated Licensing System RFI review and RFP development, support Grants Gateway contract amendments/task orders and vendor oversight, developing and executing on a strategy for the various Micropact license systems, vendor management on various hosted platforms, development of RFPs for such projects as occupational licensing, and other vendor solutions being explored by the agencies within the Grants and Licensing Portfolio. The Project Assistant will be responsible for vendor management, oversight of vendor milestones, project budget oversight, business and technical requirements review, driving closeout for completed phases, assist planning for delivery of remaining phase work products and overseeing development and review of the transition plan to operations. The incumbent will be responsible for an array of duties including but not limited to:
• Collaborates with Bureau Director in the definition of the project scope and objectives, including the procurement of vendors for various projects within GLP, and any follow up documents such as Change Control Requests.

• Determines and develops the evaluation criteria for the proposals. Oversees the research and collection of statistical, technical and specialized data including compilation and completion of a variety of complex and time-sensitive reports required for development of procurements.

• Leads an interdisciplinary, cross-functional team of professional staff to assist in determining project scope and phased implementation upon selection of a vendor. Oversees vendor activities and tasks to ensure deliverable progress, timeliness and quality of deliverable milestones.

• Ensures project is delivered on-time and within budget.

• Manages all change control scope with vendor project manager.

• Handle all budgetary matters, including resolving vendor billing issues/concerns through resolution, for projects within the Grants and Licensing Portfolio.

• Oversight of the detailed project plan to successfully monitor and track the RFP development, selection and implementation progress and works with the teams to adjusts the project scope, schedule, and costs as necessary.

• Reports on-going progress to Bureau Director and Portfolio Executive Director and escalates/resolves problems and identified risks as needed.

• Establishes and maintains a relationship with the selected vendors, conducts daily/weekly meetings during implementation, and holds the vendor accountable to contract deliverables.

• Collaborates with Bureau Director and other members of GLP management team, on the submission of a request for proposal (RFP) and direct the vendor search and selection process to secure a vendor that will provide contemporary technology platforms to more efficiently and effectively process licensing applications and allow for agency focus to shift to providing a higher level of service to citizens of NYS.

• Assess’ and evaluates current in-house application and servicing process, provide leadership and oversight of the implementation phase of all initiatives, including finalization of scope of work, , business relationship management with the selected vendor for on-time and on-budget solution implementation for all agency stakeholders.

• Coordinates technology needs with other New York State agencies to ensure needs for various grant and licensing processes are included in the requirements when an RFP is issued. This includes the capability to interact with such agencies for all necessary system interfaces.

• Updates Bureau Director and executive team members by providing clear information on the progress of each phase of implementation and identifying and reporting any delays or potential delays whether anticipated or unanticipated. Coordinates agency wide implementation status updates in conjunction with the executive team.

• Communicates clearly and routinely with stakeholders to move implementation phases forward while eliminating roadblocks and real or perceived obstacles. Oversees the development of solutions to operating barriers and motivate staff to use problem solving skills when seeking solutions or overcoming real or perceived barriers.

• Coordinates processing redesign, vendor services and related business relationships to build a culture of strong customer service focus. Streamlines procedures and processes to more effectively serve agencies, business, not-for-profit and general public.

• Coordinates and oversees the defect management process and tools with the vendor to ensure all issues are addressed and resolved in a timely manner

• Ensures that the vendor is complying with all Service Level Objectives (SLO) and take corrective action when necessary

• Serves as a liaison with the Office of Information Technology Services (ITS) Procurement and Finance Offices on all activities.

• Guides and collaborates with ITS project managers assigned to ensure on-time delivery of agency initiatives, strategic plan goals, and other necessary upgrades within expected budgets that reduce inefficiencies in processing.

• Researches and identifies technology solutions responsive to business needs.

• Collaborates on procurement strategies for implementation of new software and/or systems.

• Reviews and assess’ system capabilities, workflows and limitations, and offers solutions.

• Identifies and investigates continuous improvement opportunities within budgetary guidelines, proposes improvements to existing systems and software offerings and proposes efficiencies and cost savings solutions.

• Assists agencies in the utilization of information systems to improve efficiencies

Additional Comments Selected candidates who are new or returning to NYS service may be required to pay for fingerprinting fees.

This position is pending DOB approval.

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

Name Gina Scott

Telephone 518-473-0398

Fax 518-402-4924

Email Address


Street NYS Office of Information Technology Services

Empire State Plaza, PO Box 2062

City Albany

State NY

Zip Code 12220


Notes on ApplyingPlease submit a clear, concise cover letter and resume indicating that you are applying for Project Assistant, Ref. #00868 describing how you qualify by August 13, 2018.
Mail to:
Gina Scott
NYS Office of Information Technology Services
Human Resource Services
Empire State Plaza
PO Box 2062
Albany, NY 12220

Or email:

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