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Special Assistant (Working Title: Assistants Grants Manager 1)

Company: State of New York
Location: Albany
Posted on: June 12, 2021

Job Description:

Minimum Qualifications Minimum/Preferred Requirements: A bachelor's degree from an accredited college or university and a minimum of two years of successful experience in grants management. Four years of specialized experience or associate degree and two years of specialized experience may substitute for bachelor's degree. Strong written and verbal communications skills and a proficiency in Microsoft Office Suite, particularly Excel and Word. Familiarity with the Business Services Center (BSC); and a working knowledge of Statewide Financial System (SFS) and FileNet are strongly preferred, but not required.

Duties Description

Special Assistant will serve as Assistant Grants Manager 1 and will assist in the activities of the Office of Indigent Legal Services ("Office") related to the distribution of grants and funds through a variety of procurement methods, including RFPs, Distributions and Sole/Single Source procurements. The incumbent of this position will report to and work under the direction of the Assistant Grants Manager 2, who in turn will report to the Manager of Grant Solicitation and Distribution ("Grants Manager"). This position requires an understanding of legal concepts, statutory interpretation and attorney-client privilege. All case-related information and knowledge obtained in the performance of these duties must be treated as highly confidential information.

Specific responsibilities for this position may include:

  • Assist in the voucher payment process and review of claims for contracts and participate in the development and review of contracts and budget modifications or revisions, including recommending approval or disapproval of such modifications or revisions;
  • Assist in the procurement solicitation and award process, including release of the solicitation document; posting of ads related to the procurement; outreach to known vendors; scheduling of evaluation committee meetings; participation in evaluation meetings and recording of supporting information; preparation of award documents; research regarding vendor responsibility; and award notification through correspondence to appropriate stakeholders;
  • Develop and update contract materials, reports and instructions, and policies and procedures for use by grant and distribution funded programs;
  • Assist in ensuring the timely submission and review of quarterly expenditure reports by grantees with ILS structured payment contracts;
  • Ensure the accurate and timely review of all grant and distribution program objectives and summary of services for completeness, compatibility with Office programs and goals, and availability of funds;
  • Assist in preparing contracts, work plans, identifying key deliverables, and critical dates by utilizing electronic systems such as Excel, the Statewide Financial System (SFS), Grants Gateway and FileNet;
  • Follow up on proposed contracts, claims for reimbursement and budget modifications or revisions throughout the approval process with internal reviewers and external approval agencies such as the Office of General Services, Department of Law, and the Office of the State Comptroller;
  • Communicate with fiscal staff of grantees and indigent legal service providers and other interested parties regarding claims for reimbursement, structured payments, contracts and budget modification or revisions;
  • Monitor all payments to ensure compliance with applicable guidelines, including maintaining ongoing communication with grantees about claims issues and facilitating problem resolution as needed;
  • Prepare progress reports, as requested;
  • Assist with special assignments and projects and perform other related duties, as requested.

Additional Comments

Keywords: State of New York, Albany , Special Assistant (Working Title: Assistants Grants Manager 1), Other , Albany, New York

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