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Review Vacancy

Date Posted 11/21/22

Applications Due12/31/22

Vacancy ID117134

AgencyIndigent Legal Services, Office of

TitleSpecial Assistant (Contract Manager)

Occupational CategoryFinancial, Accounting, Auditing

Salary GradeNS

Bargaining UnitM/C - Management / Confidential (Unrepresented)

Salary RangeFrom $63500 to $67500 Annually

Employment Type Full-Time

Appointment Type Temporary

Jurisdictional Class Exempt Class

Travel Percentage 5%

Workweek Mon-Fri

Hours Per Week 37.5


From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address Alfred E Smith State Office Building

80 South Swan Street

City Albany


Zip Code12210

Minimum Qualifications Bachelor’s degree and two years of experience in grants management. Four years of specialized experience or associate's degree and two years of specialized experience may substitute for bachelor’s degree.

Preferred Qualifications: 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 Statewide Financial System (SFS) and FileNet are strongly preferred, but not required.

Duties Description Special Assistant will join the Office of Indigent Legal Services (ILS) Grants unit and serve as a Contract Manager and will assist in the activities of related to the distribution of grants and funds through a variety of procurement methods, including RFPs, Distributions and Sole/Single Source procurements. The individual in this position will report to and work under the direction of the Assistant Grants Manager 2, who in turn will report to the Manager of Grant Solicitation and Distribution (“Grants Manager”). 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 may include:

• Assist in preparing contracts, work plans, identifying key deliverables, and critical dates by utilizing electronic systems such as Excel, the Statewide Financial System (SFS), 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;

• Assist in 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 grantees with ILS structured payment contracts;

• 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;

• Assist in 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;

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

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

• Prepare progress reports, as requested;

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

Additional Comments The mission of Indigent Legal Services (ILS) is to improve the representation provided to New Yorkers facing criminal charges or family litigation who cannot afford counsel. Our agency’s work is transforming criminal defense and parental representation, while helping people in crisis achieve greater justice in criminal cases and maintain family integrity. Join us to help shape policy and practice statewide and to have a profound impact on justice statewide. Become part of a team of dedicated professionals who share your commitment to a more fair and just society.

ILS is committed to creating and maintaining an inclusive, diverse, and equitable workplace. These values not only guide our work; we believe they are essential to fulfilling our mission to improve mandated representation in New York State. ILS staff share responsibility for creating a more inclusive workplace. Diverse voices and perspectives only strengthen our ability to create transformational change. Candidates from diverse backgrounds are encouraged to apply.

ILS welcomes candidates regardless of age, race, creed, color, sex, sexual orientation, gender identity, national origin, military or veteran status, disability, predisposing genetic characteristics, marital or family status, domestic violence victim status, or arrest record or criminal conviction history.
We offer a comprehensive New York State benefits package, including:
• Medical, Prescription, Dental and Vision Care Benefits.
• Life Insurance.
• Paid Personal Leave, Vacation, Sick Leave, and Holidays.
• Paid Family Leave.
• Health Care Spending Account.
• Dependent Care Advantage Account.
• Membership in the New York State and Local Employees’ Retirement System.
• Voluntary Defined Contribution Plan.
• Deferred Compensation Plan.

ILS employees are eligible to apply to telecommute part-time and/or adjust work hours in accordance with ILS’s policies, subject to supervisor approval.

The Capital Region is a great place to live with a low cost-of living in neighborhoods ranging from urban to rural within a short commute. Whether you are an outdoor enthusiast or an arts aficionado, there is something for everyone. From the beautiful mountains that surround the city to the historic churches and museums and pre-Revolutionary War architecture. With a 300-year history, there’s much to enjoy and explore.

Employees may be able to receive loan forgiveness under the Public Service Loan Forgiveness Program (PSLF). For more information on PSLF, please visit

The State of New York is committed to assuring equal opportunity for persons with disabilities. Requests for reasonable accommodations should be submitted to the Designee for Reasonable Accommodations (DRA) and Americans with Disabilities Act Coordinator at DEEO@OGS.NY.Gov.

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

Name Human Resources/KP

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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