Student Assistant (Undergraduate)

NYS Division of Homeland Security & Emergency Services; Latham (NY); On-site; USD 25,000 - 30,000; Part time

Job summary

NYSDHSES is seeking a Student Intern to assist the Disaster Recovery Programs (DRP) team in collecting data, organizing documentation, and supporting FEMA review efforts. The role involves preparing spreadsheets, tracking contracts and payments, and producing various reports.

Ideal candidates are actively enrolled in NYS colleges, able to work 18+ hours, and possess strong data handling and communication skills. The team operates under DRP with potential for varied duties during emergencies.

Qualifications

• Be able to work in the United States or be eligible to work in the United States.
• Must be 18 years or older.
• Active enrollment in NYS college/university or resident attending NYS outside NYS.
• Minimum GPA 2.0 (C).

Responsibilities

• Assist in locating and gathering data from programmatic systems.
• Prepare spreadsheets for tracking contracts, payments, and closeouts.
• Collect documentation from applicants.
• Compile documentation for FEMA review within deadlines.
• Conduct research to support programmatic requests.
• Produce project management reports and dashboards and ad-hoc reports.
• Assist with project budgets, including actuals and baselines.
• Review invoices for eligibility and accuracy.
• Track action items and decisions related to appeals.
• Create process documents as needed.
• Assist with processing programmatic payments to applicants.
• Produce expenditure reports for reconciliation and other reports.
• Collect subrecipient documentation for awarded project grants.
• Support special/ad hoc assignments.
• Document program information using MS Office Suite.

Skills

Independent work

Attention to detail

MS Word

MS Excel

MS PowerPoint

Research skills

Analytical skills

Verbal communication

Written communication

Tools

MS Office Suite

Job description

Duties Description

Under the direction of Disaster Recovery Programs (DRP), the Intern's duties include but are not limited to:

• Assist in locating and gathering various data from the programmatic systems as needed.
• Assist with spreadsheets for tracking contracts, payments, and closeouts.
• Assist with collection of documentation from applicants.
• Assist with compiling documentation for FEMA review within specified time frames.
• Conduct research to support various programmatic requests.
• Produce project management reports and dashboards as well as ad-hoc report requests.
• Work closely with project managers to support project budgets including project actuals and project budget baselines.
• Review various invoices for eligibility and appropriateness.
• Assist with tracking action items and decisions related to appeals.
• Create process documents as needed.
• Assist with processing of programmatic payments to applicants.
• Produce expenditure reports for reconciliation purposes, as well as various other reports as needed.
• Assist with collection of Sub recipients documentation for awarded project grants.
• Assist with special or ad hoc assignments as needed.
• Assist with program documentation including organize, write, edit, publish and maintain documentation using appropriate software including MS Office Suite.

Duties Description

Under the direction of Disaster Recovery Programs (DRP), the Intern's duties include but are not limited to:

• Assist in locating and gathering various data from the programmatic systems as needed.
• Assist with spreadsheets for tracking contracts, payments, and closeouts.
• Assist with collection of documentation from applicants.
• Assist with compiling documentation for FEMA review within specified time frames.
• Conduct research to support various programmatic requests.
• Produce project management reports and dashboards as well as ad-hoc report requests.
• Work closely with project managers to support project budgets including project actuals and project budget baselines.
• Review various invoices for eligibility and appropriateness.
• Assist with tracking action items and decisions related to appeals.
• Create process documents as needed.
• Assist with processing of programmatic payments to applicants.
• Produce expenditure reports for reconciliation purposes, as well as various other reports as needed.
• Assist with collection of Sub recipients documentation for awarded project grants.
• Assist with special or ad hoc assignments as needed.
• Assist with program documentation including organize, write, edit, publish and maintain documentation using appropriate software including MS Office Suite.

Applicants Must

• Be a United States citizen or foreign national eligible to work in the United States.
• Must be 18 years of age or older.
• Must be actively enrolled in a New York State college, university, or undergraduate program, or be a resident of New York State, attending a college, university or undergraduate program outside of New York State.
• Must have a minimum grade point average (GPA) of 2.0 or equivalent to a C.

Preferred Skills

• Ability to work independently;
• Attention to detail;
• Experience with Microsoft Word/Excel/PowerPoint;
• Strong research and analytical skills;
• Excellent verbal/written communication.

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.

Student Assistants must be actively enrolled in NYS college, university, or graduate program, or be a resident of New York State attending a college, university, or graduate program outside of New York State.

The Division of Homeland Security and Emergency Services (DHSES) is an equal opportunity employer.

In accordance with the NYS Human Rights Law, DHSES does not discriminate based upon age, race, creed, color, national origin, sexual orientation, gender identity or expression, religion, military or veteran status, sex, disability (including pregnancy-related conditions), predisposing genetic characteristics, familial status, marital status or status as a victim of domestic violence, or other applicable legally protected characteristics.

DHSES is committed to fostering diversity, inclusion, and accessibility in the workplace and is committed to providing our programs and services without discrimination.

In support of Executive Order 31, all qualified individuals with disabilities are encouraged to apply.