Program Aide (2 Positions) - NY HELPS

NYS Department of Environmental Conservation; City of Albany (NY); Hybrid; USD 42,000 - 50,000; Full time

Benefits offered by this job

Holiday & Paid Time Off

Public Service Loan Forgiveness (PSLF)

Pension from NYS Employees’ Retirement

Shift & Geographic pay differentials

Affordable Health Care options

Family dental and vision benefits

NYS Deferred Compensation plan

529 College Savings Program

Job summary

The NYS Department of Environmental Conservation is seeking a Program Aide to support the Bureau of Design and Construction and the Bureau of Transportation Services. The role focuses on clerical tasks, contract documentation, records management, and coordination for fleet and project activities.

Telecommuting may be available up to 50% of the schedule and benefits are generous. Responsibilities include contract tracking, bid documentation, field office setup, and fleet and recordkeeping

Qualifications

• Three years of experience performing clerical, keyboarding, or paraprofessional work in an office environment.

Responsibilities

• Assist in acceptance, verification, bid solicitation, contractor responsibility reviews and contract approval tracking.
• Assist in review, approval, processing, and maintenance of construction records, progress schedules, and issuance of submittal schedules, orders on contract, and contract payments.
• Assist in setting up field office files.
• Review and maintain field and electronic construction project records, and reports on adherence to agency inspection construction schedules.
• Assist in preparing interim and final inspection reports and contract close out, including as-built drawings produced by others in AutoCAD.
• Assist in researching and responding to inquiries from contractors concerning construction and contract interpretations.
• Perform contractor background checks.
• Assist in bid document preparation and contract award paperwork processing.
• Review and maintain time and material records, assist in procurement of construction office, safety and field supplies, and processes construction contract correspondence.

Skills

Clerical

Keyboarding

Paraprofessional work

Job description

Description

The Program Aide assigned to the Bureau of Design and Construction will perform the following duties:

• Assist in the acceptance, verification, bid solicitation, contractor responsibility reviews and contract approval tracking.
• Assist in the review, approval, processing, and maintenance of construction records, progress schedules, and issuance of submittal schedules, orders on contract, and contract payments.
• Assist in setting up field office files.
• Review and maintain field and electronic construction project records, and reports on the adherence to agency inspection construction schedules.
• Assist in preparing interim and final inspection reports and contract close out, including as-built drawings produced by others in AutoCAD.
• Assist in researching and responding to inquiries from contractors concerning construction and contract interpretations.
• Perform contractor background checks.
• Assist in bid document preparation and contract award paperwork processing.
• Review and maintain time and material records, assist in procurement of construction office, safety and field supplies, and processes construction contract correspondence.

The Program Aide assigned to the Bureau of Transportation Services will perform the following duties:

• Assist with the daily operations of the Fleet Management Unit. This includes, but is not limited to:
• Assisting with Asset and Motorized Equipment Inventory reporting.
• Assist with the upkeep of the motorized equipment inventory in Fleet tracking systems.
• Oversee the ordering and distribution of new & replacement fuel credit cards.
• Manage Department accounts related to EV charging, E-ZPass, Fuel purchasing.
• DPAT
• Assist with processing, tracking, and status of equipment and vehicle procurement requests that are part of DPAT – Deployable Preparedness Asset Tracking system.
• Traffic Violations
• Process notifications related to department vehicle infractions and managing database of records.
• Fleet Reporting
• Assist with annual and as needed reporting on fleet/equipment including fuel and vehicle purchases.
• Navigate several different inventory systems for necessary data as needed.
• Vehicle Pool
• Assist with office vehicle pool. Record trips and maintain necessary mileage records as needed.
• Interact with Central Office and Regional staff to coordinate Fleet Management activities. Coordinate and disseminate Fleet Management information to Regional Operations Supervisors, Motor Equipment Maintenance Supervisors, and program POC’s.
• Coordinate with DMV, DOT, OGS and other State Agencies, as necessary, to resolve various fleet-related issues.
• Various other office duties, as needed.

Qualifications

Minimum Qualifications

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.

To be eligible for appointment under NY HELPS, candidates must meet the minimum qualifications below:

Non-Competitive Qualifications

• Three years of experience performing clerical, keyboarding, or paraprofessional work in an office environment.

Competitive Qualifications

• Reassignment - Currently in the title and an employee of DEC
• Reinstatement Eligible - Previously held the title on a permanent competitive basis or held a title as indicated under the transfer eligible section on a permanent competitive basis.
• Transfer Eligible - One year of permanent competitive service at Salary Grade 11 or higher and:
• Transfer eligible under Section 70.1 - permanent competitive service as an Accountant Aide, Accountant Aide Trainee 2, Business Document Specialist 2, Stores & Mail Operations Supervisor, Principal Mail and Supply Clerk, Principal Offset Print Machine Operator, Principal Stores Clerk, Program Aide, Administrative Assistant 1.
• Additional titles SG 11 or higher which qualify can be found on the Department of Civil Service website, search "GOT-IT".

Note: If there are three or more interested candidates on the promotional eligible list, a non-competitive appointment via NY HELPS will not be authorized.

Additional Comments

Actual work schedules, duties and travel requirements may vary and will be discussed at the interview.

Telecommuting may be available up to 50% of work schedule, will be discussed at interview.

We offer a work-life balance and a generous benefits package, worth 65% of salary, including:

• Holiday & Paid Time Off
• Public Service Loan Forgiveness (PSLF)
• Pension from New York State Employees’ Retirement System
• Shift & Geographic pay differentials
• Affordable Health Care options
• Family dental and vision benefits at no additional cost
• NYS Deferred Compensation plan
• Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds
• And many more...

For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.

The Department of Environmental Conservation (DEC) is committed to fostering a culture of diversity, equity, inclusion, and accessibility. Our work would not be possible without the diverse backgrounds, experiences, ideas, and abilities of our employees. DEC is committed to developing a workforce which represents the diverse population of New York State. DEC embraces a diverse and inclusive work environment by encouraging all individuals, including those with disabilities, to apply to open positions at the agency.

If you are a person with a disability and wish to request that a reasonable accommodation be provided for you to participate in a job interview, please email: [e-mail].

Please be advised, the New York State Department of Environmental Conservation does not use E-Verify, and we are unable to provide sponsorship for employment visa statuses (i.e. H-1B, Self-Sponsorship, STEM OPT).