Review Vacancy
AgencyFinancial System, Statewide
Occupational CategoryNo Preference
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $46983 to $57231 Annually
Minimum Qualifications This position is open to candidates who are reachable on the Program Aide, G-13, Civil Service eligible list OR employees at or above G-11 who are eligible for transfer under Section 70.1 of the Civil Service law. In order to qualify for Section 70.1 transfer, candidates must have one year of permanent competitive service in a title that is defined by Section 70.1 and, the transfer is not a second consecutive transfer resulting in an advancement of more than two (2) salary grade levels. Examples of qualifying titles are Administrative Assistant 1, G-11, and Program Aide, G-13.
Desired Qualifications:
The Statewide Financial System (SFS) is looking for an individual with excellent organizational skills to work in the SFS Administrative Services Bureau. This position will require considerable interaction with other Administrative staff as well as other stakeholders. Candidates will be expected to accomplish and be responsible for a wide variety of tasks. SFS is interested in candidates that are self-starting, reliable, independent, and capable of effectively handling multiple priorities as well as being collaborative team players.
Duties Description As part of the SFS Administrative Services Bureau, the incumbent will serve as administrative support and act in a paraprofessional capacity for the Facilities, Budget/Finance, Procurement, Contracts, and possibly Human Resources Units.
Specific Responsibilities Include:
Facilities
• Coordinate with OGS for facilities issues/repairs as needed such as HVAC, electrical, plumbing and construction, and cleaning;
• Coordinate with OGS, ITS and/or OSC as needed on phone-related issues including installation, maintenance and modifications;
• Assist in Telecommunications program, handling phone-related issues including installation, maintenance and modifications;
• Assist in space & equipment plans, floor seating chart and coordination of IT resources;
• Assist in on-boarding/off-boarding activities for state and contract staff, including assignment of space, telecommunications, computer equipment and required accounts, parking, and building access;
• Other on-boarding/off-boarding activities: sending reminders/checklists to supervisors, first day welcome emails; entering employees/visitors into Visitor Management System; sending calendar reminders;
• Ordering badges for State/Vendors through OGS portal;
• Create/Update Administrative Procedures/Forms;
• Creating/Maintaining SharePoint Library for On/Off Boards & Internal Transfers/Promotions;
• Submitting ITSM requests for Webex Accounts;
• Updating Visio Floor Plan with multiple layers;
• Maintaining multiple tracking spreadsheets for various administrative activities;
• Updating ITS Phone Directory thru MyNY.GOV.
• Monitor the SFS Administration shared e-mail box for administrative issues and independently resolve or if needed coordinate with appropriate entity to resolve. Elevate issues to supervisor and/or SFS Management when necessary.
Procurement
• Assist in locating sources/vendors for goods and services;
• Assist in preparing and processing invoices for payments – vendor and interagency;
• Assist in maintaining inventory and maintenance agreements for equipment including copier activities (logging into copier)/usage of disposable supplies-ordering supplies as needed and scheduling service calls;
• Assist in tracking agency software and required maintenance/updates;
• Recording receipts of goods in SFS;
Budget/Finance
• Daily monitoring of invoices in eSettlements within SFS;
• Tracking bi-weekly timesheet/payroll information; logging information into spreadsheets;
• Assist with developing of reports from Executive Management
• Ad-hoc assignments as requested
Contracts
• Assist with the contract activities of the Administrative Services Bureau;
• Assist with the development, implementation, and maintenance of office policies and procedures to monitor and control the contract process and achieve efficiency;
• Calendaring interviews for potential candidates;
• Record receipt of services in SFS;
• Monitoring/processing LATS timesheets for contractors;
• Assist with pulling and analyzing monthly contractor TDS reports;
• Daily monitoring of contract related transactions; updating various trackers;
• Drafting communications for SFS contracts.
Human Resources
• Ad-hoc assignments as needed
Additional Comments This position may be designated 55 b/c and is subject to verification of applicant eligibility. You are advised that, should you accept a job offer with SFS, you may be required to be fingerprinted.
SFS is the organization that manages the enterprise financial system that supports the business of New York State government. SFS is an independent entity jointly governed by the Office of the State Comptroller and the Division of the Budget.
As one of the largest public sector enterprise financial systems in the United States, SFS processes an average of 22,000 voucher transactions daily and about $150 billion in payments per year using Oracle PeopleSoft technology. SFS staff provide extensive operational support to over 70 NYS agencies and authorities. SFS continues to work on major initiatives to expand the use of system functionality and works collaboratively with agencies and the NYS Office of Information Technology Services clusters that support IT systems across the State.
Currently, we are looking for motivated, highly qualified professionals who can lead and support ongoing transformational statewide information technology projects. Focused on best practices, continuous improvement, and enabling efficient government operations, SFS team members include programmers, project managers, PeopleSoft experts, database and security administrators, business analysts, and customer service and change management professionals. Located in Albany, NY, SFS is a fast-paced, dynamic place to work, where individuals have the opportunity to support the transformation of NYS government’s financial business processes. SFS is committed to diversity and workforce development, providing its employees with professional growth through training opportunities and knowledge sharing.
To learn more about SFS, visit our website at www.sfs.ny.gov.
Some positions may require additional credentials or a background check to verify your identity.
Email Address PersonnelSFS@budget.ny.gov
Address
Street NYS Division of the Budget
State Capitol
Notes on ApplyingTo apply, please send a cover letter and resume by e-mail, fax, or post office mail. Please include your current Civil Service title and grade and be sure to indicate that you are applying for the position of Program Aide, Ref. #21-22.