NY HELP No Agency Homeland Security and Emergency Services, Division of Title Program Aide Occupational Category Other Professional Careers Salary Grade 13 Bargaining Unit ASU - Administrative Services Unit (CSEA) Salary Range From $53413 to $65061 Annually Employment Type Full-Time Appointment Type Contingent Permanent Jurisdictional Class Competitive Class Travel Percentage 10% Workweek Mon-Fri Hours Per Week 37.5 Workday From 8 AM To 5 PM Flextime allowed? No Mandatory overtime? No Compressed workweek allowed? No Telecommuting allowed? Yes County Albany Street Address 1220 Washington Ave. City Albany State NY Zip Code 12226 Duties Description We are filling several vacancies within the Office of Administration and Finance. The incumbents will report to Accounts Payable, Federal Fiscal Unit, or Grants Program Administration. Duties include but are not limited: Accounts Payable:• Process the agency's accounts payable transactions.• Enter, review, and process invoices and payment requests and ensure compliance with the contract or purchase order as well as relevant State and Federal guidelines and statutes.• Review invoices for accuracy and completion; contact vendors to request updated documentation when required.• Ensure items being invoiced have been properly received.• Reconcile open items and submissions processed to ensure that all submissions have been properly logged, processed, and accounted for.• Review documentation, process payment requests, and track reimbursement requests for independent contractors.• Other duties as assigned. Federal Fiscal Unit:• Maintain proficiency in the Microsoft Office Suite including Word, Excel and Outlook.• Perform detailed review of a variety of vouchers in support of our Grant Unit to ensure voucher submissions are complete and correct.• Utilize multiple database systems to verify accuracy of contract terms, budgets, etc. during voucher review.• Interact with contract/Program representatives to resolve any issues with vouchers.• Maintain voucher records and status.• Analyze and track expenditures and payments of Federal and State funds to generate reports for use by Federal agencies (FEMA, Inspector General), State agencies (Division of Budget, Office of the State Comptroller [OSC]), and agency personnel.• Process contracts and amendments through AG and OSC.• Work with the Grant Unit to resolve any issues with contracts and amendments.• Review monthly cash draw package for accuracy and completeness.• Supervise staff and perform full range of supervisory duties.• Process disencumbrances in Oracle and Statewide Financial System when necessary.• Process Purchase Orders for certain State funded contracts.• Maintain a strong system of internal controls.• Assist with annual internal control testing.• Assist with special projects or reports as requested.• Maintain and update procedures. Grants Program Administration:• Demonstrate proficiency with Microsoft Office Suite, including MS Word, Excel, PowerPoint, and Outlook.• Assist grantees by monitoring the grants hot line.• Monitor several office mailboxes to process E-Grants registrations; track contracts, amendments, and fiscal documentation; and process/track Environmental and Historic Preservation (EHP) submissions to DHS/FEMA.• Develop and maintain tracking systems and the E-Grants database.• Assist with federal and state reporting requirements including the Biannual Strategy Implementation Report (BSIR) which tracks project changes and expenditures.• Compile and/or draft reports for Grants.• Collect and analyze data.• Prepare tables, charts, or other material.• Perform other duties as needed.•Travel may be required (approximately 10%), including during evening and weekends, depending on mission and assignment. Minimum Qualifications TRANSFERCurrent New York State Division of Homeland Security and Emergency Services employee with one year or more permanent, contingent-permanent or 55b/c service as a Program Aide and are interested in reassignment; OR Current New York State employee with one year or more of permanent, contingent-permanent, or 55b/c service in a position allocated to a Grade 11 or above and eligible for transfer under Section 70.1 as appropriate of the Civil Service Law. NOTE: This vacancy posting is for the purposes of notifying individuals about transfer opportunities. Employees on the Civil Service eligible list will be considered and should not respond to this posting. If you are on the eligible list and not reachable, you may be eligible for transfer. You are encouraged to access GOT-IT on the Career Mobility website (careermobilityoffice.cs.ny.gov/cmo) to determine transfer eligibility. Additional Comments NOTE: Support of operations during times of emergency and disaster from State Emergency Operations Center (EOC), state field offices and/or local deployments may be required, which would result in a change and/or increase in working hours, locations and/or duties.NOTE ON TELECOMMUTING: Employees are required to apply and obtain approval through management to telecommute according to the agency’s Telecommuting Program Guidelines. Some positions may require additional credentials or a background check to verify your identity. Name Human Resources/EW Telephone 518-486-5700 Fax 518-485-8432 Email Address HRresumes@dhses.ny.gov Address Street NYS Division of Homeland Security and Emergency Services HRM 1220 Washington Ave., Bldg. 7A, 5th Floor City Albany State NY Zip Code 12226 Notes on Applying Please submit a resume and cover letter detailing how you meet the minimum qualifications. Indicate the Position Title & Vacancy ID 193103 in the subject line of your application email to HRresumes@dhses.ny.gov.