Office Assistant 3 (Calculations) - VID 186814

The duties that the incumbent of the vacancy will be expected to perform. Duties Description The Office Assistant 3 (OA3) Calculations position exists within the Division of Finance and Administration, Grants Section of the Grants Administration and Accounting Unit. Under the supervision of a Contract Management Specialist, the OA3 is responsible for performing a wide variety of clerical activities related to the financial management of grant contracts for programs administered by the Grants Section. Responsibilities are varied and require the incumbent to possess a math aptitude, attention to detail and a familiarity with computers, as well as with database and spreadsheet software using a Windows environment.- Oversee the overall claims processing operations for the Grants Section. Monitor claims to ensure timely processing and compliance with Prompt Payment Legislation. - Responsible for the financial administration of several state and federally funded grant programs. - Audit and process contract claims for transmittal to OSC for payment. Requires substantive knowledge of the various rules and requirements for each program. Review claims to ensure compliance with contract terms and documentation requirements. Perform other tasks related to the processing of payments, such as daily entry in network databases to update payment records. Prepare correspondence to contractors or grantees advising them of adjustments made to claims. - Supervise and provide direction to Program Aide. This includes planning of work activities and assignment of tasks, review of completed work and provision of training and technical assistance.- Assist with MWBE requirements; ensure that certified Minority and Women Owned Business Enterprises (MWBEs) are utilized in grant contracts at the required level of participation and contract MWBE goals are met. - Assist the Contract Management Specialist 1 in conducting on-site monitoring by reviewing and verifying the accuracy and propriety of transactions, records, reports, and other supporting documentation for claims submitted to the NYS Office for the Aging. - Maintain records of grant or contract payments and funding or contract balances for assigned programs; reconcile SFS reports to claims to verify that payments were correctly coded and grant/contract fund balances are accurate. Prepare adjusting accounting transactions to correctly charge funds and verify accounting records as needed - Conduct necessary follow up with grantees to request documentation or respond to questions. Provide technical assistance and training to contractor or grantee staff in appropriate record keeping and claiming procedures occasional travel may be required. - Compile data and prepare reports from various sources, such as grant databases and the Statewide Financial System (SFS) for internal and external communication, as well as reconciliations of grant funds. Perform other related duties including preparation of various worksheets and reports to support accounting systems and activities.- Assist with the development of procedures, applications and forms for agency staff and grantees. Perform other related duties including preparation of various worksheets and reports to support accounting systems and activities. Participate in agency workgroups and committees.

The minimum qualifications required for this vacancy. Minimum Qualifications Current New York State employee with one year or more of qualifying permanent service in a position allocated to a Grade 12 or above and eligible for transfer under Section 70.1 of the Civil Service Law.NOTE: IN ORDER TO AWARD THE PROPER CREDIT FOR WORK EXPERIENCE, RESUMES MUST INCLUDE MONTH AND YEAR FOR START AND END DATES ALONG WITH THE HOURS PER WEEK FOR EACH POSITION LISTED.

Additional comments regarding the vacancy. Additional Comments The NYS Office for the Aging is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage applicants for all communities to apply. NOTE ON TELECOMMUTING: Employees are required to apply and obtain approval through management to telecommute according to the agency’s Telecommuting Program Guidelines.Telecommuting may be considered when candidate shows proficiency in performing job dutiesThis position is not NY HELPS qualified

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