Program Aide (NY HELPS)

New York State Parks, Recreation & Historic Preservation; Jamesville (NY); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Paid Time Off

Health Insurance

State Retirement System

Job summary

New York State Parks, Recreation & Historic Preservation seeks an Administrative Specialist 2, SG-23, assigned to the Central Regional Business Office. The role will provide paraprofessional support, perform data entry, manage travel and procurement card processes, and assist with policy updates and reporting.

The position involves coordinating with internal and external partners, creating reports, notary duties, and supervising lower-level staff while ensuring compliance with purchasing rules

Qualifications

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

Responsibilities

• Performs data entry and reconciliation in SFS, BETS and other state applications.
• Manages travel and procurement card processes; acts as liaison for new staff applications and audits.
• Orders and tracks store inventory and employee apparel purchases.
• Creates tables and charts and drafts reports documenting analyses.

Skills

Clerical experience

Tools

SFS

BETS

Job description

Duties Description

Assigned to the Central Regional Business Office, the incumbent will provide paraprofessional support to the Administrative Specialist 2, SG-23.

Duties Include, But Are Not Limited To The Following:

• Enters and reconciles data in the Statewide Financial System (SFS), Budget Expenditure Tracking System (BETS), utility database, and additional state applications.


• Maintains relationships with vendors and utility providers and ensures prompt payments.


• Manages travel and procurement card processes; serves as point of contact for new staff applications, ensures compliance with purchasing rules, and responds to procurement audits.


• Orders and tracks store inventory and employee apparel purchases.


• Creates tables and charts and drafts reports to document analyses and procedures.


• Works with various internal and external partners in support of the unit’s goals, including serving as a liaison and guide for agency program staff utilizing state applications.


• Assists with updating policies and procedures for unit.


• Assists in the preparation, review, evaluation, and analysis of a variety of reports and other documents specific to assignments.


• Interacts through phone and email with employees and managers concerning business office operations.


• Notarizes documents, including employee benefits forms and payroll forms, as directed.


• Supervises lower-level clerical employees; prioritizes work assignments, ensures efficient workflow, and coordinates training.

Minimum Qualifications

If Civil Service Eligible list(s) exist, they will be canvassed. Candidates must be reachable on the current eligible list(s) to be considered for appointment. You may also apply if you are eligible for appointment or reinstatement by one of the following qualifications:

If you have previous or current employment at a NYS agency, to be considered for this position, a review of your state history is needed. Please provide the last four digits of your social security number in your email response or on your resume. If you are not comfortable providing this information in your response, a representative from our office may contact you.

NY HELPS Or 55-b/c Qualifications

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

To Be Considered For Appointment Through NY HELPS, Or 55-b/c, Candidates Must Meet The Open-competitive Minimum Qualifications For This Position. The Qualifications Are:

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

If you are a veteran or an individual with a disability and would like to apply for the Department of Civil Service’s 55-b/c Program, please visit https://www.cs.ny.gov/rp55/ for more information.

Subsequent 55-b/c Qualifications

A subsequent 55-b/c appointment may be considered if you have at least one year of permanent or contingent-permanent qualifying service and have a current Civil Service 55-b/c letter of eligibility.

Reassignment Qualifications

Current NYS Office of Parks, Recreation and Historic Preservation Employees only, with at least one year of permanent or contingent-permanent qualifying service as a Program Aide if you have less than one year, you must be reachable on the current Program Aide eligible list for this location, if one exists.

70.1 Transfer Qualifications

At least one year of permanent or contingent-permanent qualifying service as a Grade 11 or higher. The service must be in a title that Civil Service has deemed transfer eligible to the position.

Note: The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.

For all transfers noted, a comprehensive list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.

Operational Needs

Must possess and maintain a valid Notary Public License or obtain the license within the probationary period as a term and condition of employment.

Preferred Experience

• Professional experience in a business office setting.

Benefits

The NYS Office of Parks, Recreation & Historic Preservation offers a generous benefits package that includes but is not limited to:

Paid Time Off

• 44 days - 13 Vacation days, 13 Sick days, and 5 Personal Leave days, 13 Holidays.

Health Care Benefits

• Eligible employees and dependents can pick from a variety of affordable health insurance programs.


• Family dental and vision benefits at no additional cost.


• Health Insurance Opt-Out: This program may be available to eligible employees who have other employer sponsored health insurance coverage.

Additional Benefits

• New York State Employees’ Retirement System (ERS) Membership


• NYS Deferred Compensation


• Health Insurance coverage in retirement


• Health Care Spending Account (HSA)


• Dependent Care Advantage Account


• Adoption Advantage Account


• Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds


• Tuition Assistance programs for CSEA/PEF and M/C employees


• Public Service Loan Forgiveness (PSLF)


• Paid Parental Leave

To learn more about our benefits, visit: https://parks.ny.gov/employment/benefits.aspx.

NY HELPS PROGRAM

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

At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

This position may require a background check prior to appointment.