What are the responsibilities and job description for the Office Assistant 2 (Calculations) position at NYS Office for People With Developmental Disabilities?
Duties Description
PRIMARY DUTIES AND RESPONSIBILITIES:
Credit Card Unit - Reconcile procurement card transactions in Statewide Financial System (SFS) Ensure all proper documentation is received and coded in SFS correctly. Capital District DDSO has over 800 procurement cards. There are over 2,500 charges monthly. These transactions need to be reviewed for appropriateness and compliance with established guidelines. All transactions must be reconciled and approved in SFS timely.
Accounts Payable Unit - Obtain authorization to pay invoices from field staff for invoices received for various goods and services. Candidate must possess excellent communication skills both written and verbal. Utilize SFS for processing invoices for payment.
Purchasing Unit - Evaluation of quotations, preferred sources, and OGS state contracts for the processing of requisitions in to purchase orders. Processing requisitions into purchase orders by assigning appropriate codes, encumbering department funds, soliciting vendors through written price quotations. Ensuring correct information is input on the purchase orders, descriptions are clear and concise and that all quantities and extensions are correct. The proper distribution of purchase order information to appropriate departments or entities is required. Responsible for being familiar with commodities and services available from state contracts and all Preferred Sources (i.e.: Dept. of Correctional Services, Industries for the Disabled, etc.), and making use of these vendors appropriately. Responsible for being familiar with sources of supply for requested non-contract items that fall within assigned accounts. Proper bidding processes must be adhered to, including Public Works bid process, etc.
Perform special assignments at the request of supervisory staff, this may include tasks in other units within the Business Office. Knowledge of Excel spreadsheets is beneficial.
Telecommuting will be discussed at interview.
https://www.linkedin.com/company/nys-office-for-people-with-developmental-disabilities/posts/?feedView=all
Minimum Qualifications
Promotion:
One year as an Office Assistant 1; or one year of permanent service in a clerical or keyboarding title allocated to Grade 6 or higher.
Open Competitive:
One year of experience where most work time is spent performing mathematical operations, and/or clerical activities related to mathematical operations.
Competitive:
You must be reachable for appointment on the current Civil Service eligible list used for filling this title.
Transfer:
Candidates must have one year of permanent competitive, non-competitive or 55-b/c status in the posted title and be eligible for lateral transfer; OR be eligible to transfer via Section 70.1, 70.4, or 52.6 of Civil Service Law. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.
To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website: https://careermobilityoffice.cs.ny.gov/cmo/gotit/index.cfm.
Additional Comments
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). HELPS Program titles may be filled via a non-competitive appointment. This means that you do not need to take an exam to qualify, but you do need to meet the minimum qualifications of the title.
At a future date (within one year of permanent appointment), employees hired under NY HELPS are expected to have their permanent non-competitive employment status converted to permanent competitive status. You will not have to take an exam to gain permanent competitive status.
° Thirteen (13) days of paid vacation leave initially.
° Five (5) days paid personal leave each year.
° Thirteen (13) days of paid sick leave each year (PEF/CSEA), which may carry over from year to year.
° Up to three (3) days professional leave each year to participate in professional development events.
PRIMARY DUTIES AND RESPONSIBILITIES:
Credit Card Unit - Reconcile procurement card transactions in Statewide Financial System (SFS) Ensure all proper documentation is received and coded in SFS correctly. Capital District DDSO has over 800 procurement cards. There are over 2,500 charges monthly. These transactions need to be reviewed for appropriateness and compliance with established guidelines. All transactions must be reconciled and approved in SFS timely.
Accounts Payable Unit - Obtain authorization to pay invoices from field staff for invoices received for various goods and services. Candidate must possess excellent communication skills both written and verbal. Utilize SFS for processing invoices for payment.
Purchasing Unit - Evaluation of quotations, preferred sources, and OGS state contracts for the processing of requisitions in to purchase orders. Processing requisitions into purchase orders by assigning appropriate codes, encumbering department funds, soliciting vendors through written price quotations. Ensuring correct information is input on the purchase orders, descriptions are clear and concise and that all quantities and extensions are correct. The proper distribution of purchase order information to appropriate departments or entities is required. Responsible for being familiar with commodities and services available from state contracts and all Preferred Sources (i.e.: Dept. of Correctional Services, Industries for the Disabled, etc.), and making use of these vendors appropriately. Responsible for being familiar with sources of supply for requested non-contract items that fall within assigned accounts. Proper bidding processes must be adhered to, including Public Works bid process, etc.
Perform special assignments at the request of supervisory staff, this may include tasks in other units within the Business Office. Knowledge of Excel spreadsheets is beneficial.
Telecommuting will be discussed at interview.
https://www.linkedin.com/company/nys-office-for-people-with-developmental-disabilities/posts/?feedView=all
Minimum Qualifications
Promotion:
One year as an Office Assistant 1; or one year of permanent service in a clerical or keyboarding title allocated to Grade 6 or higher.
Open Competitive:
One year of experience where most work time is spent performing mathematical operations, and/or clerical activities related to mathematical operations.
Competitive:
You must be reachable for appointment on the current Civil Service eligible list used for filling this title.
Transfer:
Candidates must have one year of permanent competitive, non-competitive or 55-b/c status in the posted title and be eligible for lateral transfer; OR be eligible to transfer via Section 70.1, 70.4, or 52.6 of Civil Service Law. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.
To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website: https://careermobilityoffice.cs.ny.gov/cmo/gotit/index.cfm.
Additional Comments
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). HELPS Program titles may be filled via a non-competitive appointment. This means that you do not need to take an exam to qualify, but you do need to meet the minimum qualifications of the title.
At a future date (within one year of permanent appointment), employees hired under NY HELPS are expected to have their permanent non-competitive employment status converted to permanent competitive status. You will not have to take an exam to gain permanent competitive status.
- Please note that starting salary for this title reflects the Mid-Hudson adjustment. Posted Hiring Salary includes the sum of the statutory hiring rate for CSEA Grade 9 ($42,641) and Mid-Hudson Adjustment ($2,000). Mid-Hudson Adjustment is added to the job rate ($52,413).
- If you are currently a New York State employee serving in a permanent competitive qualifying title and eligible for a transfer via Section 70.1 of the Civil Service Law, you may be appointed to this title as a permanent competitive employee.
- For CSEA positions: Local Bidding Agreements will be honored.
- Preference will be given to OPWDD employees impacted by closures. If you are being impacted by closure, please indicate this on your resume.
- All OPWDD employees must be eligible and maintain eligibility for full and unconditional participation in the Medicare and Medicaid programs. Continued employment will depend on maintaining eligibility.
- If you are employed by state government you may be able to receive loan forgiveness under the Public Service Loan Forgiveness Program (PSLF). The PSLF Program forgives the remaining balance on Direct Loans after 120 qualifying monthly payments have been made under a qualifying repayment plan while working full-time for a qualifying employer. For more information on PSLF, please visit www.studentAid.gov/publicservice.
- Employees on long term leave can bid on positions but must be able to report to work within fourteen (14) days and be able to perform the essential functions of their positions with or without reasonable accommodation (RA).
- If an employee or job applicant believes that they need a reasonable accommodation, they should contact the Reasonable Accommodation Unit at (518) 486-7222 or email accommodationrequests@opwdd.ny.gov to obtain information and RA forms.
- Savings programs such as the U.S. Savings Bond and the College Savings Plan.
- Voluntary pre-tax savings programs such as Health Care Spending Account and the Dependent Care Advantage Account offer employees options to pay for uncovered health care expenses or dependent care expenses.
- Access to the Employee Assistance Program (EAP) an assessment and referral service that connects employees with local service providers and support services to address their personal needs.
- Life insurance and Disability insurance.
- The New York State Deferred Compensation Plan is a voluntary retirement plan that offers employees the option to invest a part of their salaries for retirement on a tax-deferred basis.
- Paid Holidays and Leave:
° Thirteen (13) days of paid vacation leave initially.
° Five (5) days paid personal leave each year.
° Thirteen (13) days of paid sick leave each year (PEF/CSEA), which may carry over from year to year.
° Up to three (3) days professional leave each year to participate in professional development events.
- Health Care Coverage:
- Paid Parental Leave:
- Retirement Program:
- Professional Development and Education and Training:
- Additionally, the Public Service Workshops Program (PSWP) offers certain professional training opportunities for PEF represented and M/C designated employees that may grant continuing education credits towards maintaining professional licensure. For more information, please visit https://oer.ny.gov/public-service-workshops-program-pswp.
- OPWDD is an Equal Opportunity/Affirmative Action employer dedicated to creating and sustaining a culture of inclusion. We believe that we are most effective in managing and improving our service system with a diverse team of employees. With such a large workforce, we rely on the collective individual differences, life experiences, knowledge, self-expression, ideas and talent that our employees bring to their work. This speaks to our culture and is a key part of our successes. As we continuously recruit people for our team, we welcome the unique contributions that applicants bring in terms of their education, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veteran’s status, color, religion, disability, sexual orientation and beliefs.
Salary : $42,641 - $52,413