Program Aide (NY HELPS)

NYS Office of Children and Family Services; New York (NY); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a dedicated individual to support the Compliance Unit in managing contract compliance and documentation. This role involves logging and processing compliance inquiries, maintaining records, and assisting in the preparation of reports. Candidates should have a strong background in clerical work and familiarity with contract management systems. Join a mission-driven organization that promotes the well-being of New York State's children and families while ensuring adherence to regulatory standards. This position offers a unique opportunity to contribute to meaningful work in a supportive environment.

Qualifications

• Three years of clerical or paraprofessional work in an office environment.
• Experience with contract management systems and compliance processes.

Responsibilities

• Log and process contract compliance correspondences and inquiries.
• Maintain compliance records and assist in preparing reports for agencies.

Skills

Clerical Work

Keyboarding

Office Environment Experience

Contract Management Systems

Education

High School Diploma

Relevant Office Experience

Tools

Contract Management System (CMS)

NYS Contracting System (NYSCS)

Spreadsheet Software

Job description

Duties Description

Duties may include:

1. Receive and log contract compliance correspondences and contacts via phone, mail, email, and other means as assigned in a timely manner.
2. Log, process, and prepare letters to contractors regarding inquiries, submissions for contract compliance, budget modifications, time/cost amendments, claim status, adjustments, rejections, MWBE and SDVOB requirements, and requests for additional information.
3. Create, update, and maintain spreadsheets and files for the Compliance Unit.
4. Log contacts for contracts and complete related tasks in the Contract Management System (CMS), NYS Contracting System (NYSCS), and other systems as necessary to maintain workflow.
5. Establish and maintain open contract files, file contract-related correspondence and backup documentation, upload to CMS, NYSCS, or other systems, and communicate with contract managers, program managers, and vendors to resolve simple compliance issues.
6. Monitor documents pending contract approval (budget modifications, time/cost amendments) to ensure proper assessment and compliance.
7. Initiate documents in SFS and NYSCS as required.
8. Review contract systems daily for compliance issues and assist in necessary corrections.
9. Support BCM staff in SFS, NYSCS, and CMS systems.
10. Assist Compliance Unit G18 and G23 in preparing and submitting reports to governing agencies as assigned.

These activities support the agency's mission to promote health, well-being, and safety for New York State's needy children, families, and communities while maintaining contracting and payment standards regulated by OSC, State Finance Law, and Federal Agencies.

Additional duties will be discussed during the interview.

Minimum Qualifications

Transfer: One year of permanent competitive or 55b/c service in this title or an eligible title for 70.1 transfer.

Open to the Public: Part of the NY HELPS program. Candidates must meet the open-competitive minimum qualifications, which include three years of clerical, keyboarding, or paraprofessional work in an office environment.

Additional Comments

During the NY HELPS Program, this title may be filled via a non-competitive appointment, with no examination required, provided candidates meet the minimum qualifications. After one year, employees are expected to have their non-competitive status converted to competitive status without needing to compete in an exam. Employees will have the same rights and privileges as other state employees and may participate in promotion exams.

Background Investigation Requirements

• Criminal Background Check including State and federal Criminal History Record Checks. All convictions must be reported; falsification or omission may bar appointment or lead to removal.
• Screening against the Statewide Central Register of Child Abuse and Maltreatment (SCR).
• For DJJOY positions, screening against the Staff Exclusion List (SEL) maintained by the Justice Center. Names on the SEL related to serious or repeated abuse or neglect will prevent appointment.

The OCFS is an equal opportunity employer, committed to diversity and inclusion, encouraging applicants from marginalized communities and individuals with disabilities to apply. Applicants are encouraged to self-identify during the application process.