Project Assistant

New York State Department of Civil Service; City of Albany (NY); Hybrid; USD 60,000 - 90,000; Full time

Benefits offered by this job

Comprehensive benefits package

Telecommuting up to 50%

Job summary

New York State Department of Civil Service seeks a Project Assistant to support the Office of Strategic Planning and Innovation. You will oversee Staffing, Procurement, Contracts Management, Technology Management, and Logistics, helping major modernization efforts across the department.

Role includes coordinating exams, improving processes, and aligning with partner agencies and the public. Strong project management and procurement skills are essential.

Qualifications

• Eight years of specialized experience with at least one year in a supervisory role.
• Specialized experience includes project management of renovations and procurement activities.

Responsibilities

• Manage day-to-day operations of Staffing, Procurement and Contracts Management, Technology Management and Systems Integration, and Logistics and Building Maintenance.
• Provide backup and support for the Project Coordinator.
• Assist in ensuring modernisation efforts align with agency goals.

Skills

Project management

Contract management

Education

Associate degree

Bachelor's degree

Master's degree

J.D.

Ph.D.

Job description

Duties Description

The Office of Strategic Planning and Innovation performs management activities designed to set priorities, focus energy and resources, strengthen operations, and ensure that employees and other stakeholders are working together to achieve measurable results. This office is providing project oversight for several initiatives that will transform the way the Department delivers services to partner agencies and to the public, and this position will play an important role in ensuring the success of these modernization efforts.

Description

Duties Description

The Office of Strategic Planning and Innovation performs management activities designed to set priorities, focus energy and resources, strengthen operations, and ensure that employees and other stakeholders are working together to achieve measurable results. This office is providing project oversight for several initiatives that will transform the way the Department delivers services to partner agencies and to the public, and this position will play an important role in ensuring the success of these modernization efforts.

Duties

Under the direction of the Program Coordinator of the Continuous Recruitment Initiative the Project Assistants will be responsible for managing day to day operations of the Staffing, Procurement and Contracts Management, Technology Management and Systems Integration, and Logistics and Building Maintenance components of the initiative and will provide backup and support for the Project Coordinator. This initiative aims to increase the capacity for Civil Service to continue creating a diverse and inclusive workforce by eliminating barriers to entry for civil service jobs and meeting jobseekers where they are. By offering exams more frequently, using a multi-pronged approach that mixes online exams with the ability for jobseekers to take these exams in person throughout the week at dedicated testing centers, the Department will be able to better meet the needs of our partner State agencies while at the same time making exams more convenient for all New Yorkers.

• Provides technical guidance in developing leases.
• Assists in developing and executing contracts and agreements for goods and services, and monitors deliverables to ensure compliance with contract provisions.
• Coordinates with Counsel and the Office of Financial Administration to create and release Request for Proposals (RFPs).
• Liaises with the Division of Budget and the Office of the State Comptroller on RFPs, B-1184s, LOIs, etc.
• Utilizes the Statewide Financial System (SFS) for coordination of procurement and payments.
• Produces budget reports for the Office of Financial Administration.

Qualifications

Minimum Qualifications

Eight years of specialized experience*, one year of experience must have been at a supervisory level. An associate degree may substitute for two years of specialized experience; a bachelor's degree may substitute for four years of specialized experience; a master’s degree may substitute for five years of specialized experience; a J.D. may substitute for six years of specialized experience; and a Ph.D. may substitute for seven years of specialized experience.

• Specialized experience includes project management of mid-sized office renovations including that of fixtures, furniture, and equipment (FF&E) as well as managing the procurement activities from the development and issuance of requests for quotations (RFQs) through vendor selection, delivery, invoice review, and payments.

Preferred Qualifications

Contract management experience is preferred.

Additional Comments

#TeamCivilService is growing and is looking for motivated, forward-thinking employees to join our team to build a dynamic workforce. The Department of Civil Service is undertaking several initiatives to transform the way the agency delivers services to our partner agencies and to the public, and we are excited to be adding new members to the team. In addition to joining a growing team and agency, employees will also receive a comprehensive benefits package.

The Department of Civil Service is the central personnel agency for the Executive Branch of New York State government, serving approximately 150,000 employees. Our mission is to build tomorrow's workforce today by promoting a diverse, inclusive, and talented workforce. We lead and deliver world-class workforce management strategies by providing innovative solutions based on merit, fitness, and equality of opportunity.

Among Its Duties, The Department

• Partners with State agencies to offer workforce recruitment and placement services, including developing minimum qualifications, classifying positions, developing civil service examinations, and administering performance assessment tests.
• Administers the New York State Health Insurance Program (https://www.cs.ny.gov/nyship/), one of the largest public employer health insurance programs in the nation, serving more than 1.2 million lives.
• Assists municipal agencies with civil service administration of more than 360,000 local government employees.
• Oversees the Governor's Program to Hire Individuals and Veterans with Disabilities (https://www.cs.ny.gov/rp55/) to place individuals with disabilities in State jobs and the New New York Leaders Initiative Student Intern Program. (https://nysinternships.cs.ny.gov/nnyl/)

NOTE ON TELECOMMUTING

DCS employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with DCS Telecommuting Program Guidelines.

The Department of Civil Service is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.

We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to [e-mail]