Program Aide

Duties Description This position is located in OTDA's Document Services Unit, within the Bureau of Facilities and Operations Support (FOS). The Document Services Unit is a centralized full-service unit that is responsible for tracking, controlling and coordinating the Office's document management program. The selected candidate will serve as an agency liaison for all of the OTDA work that is produced through the NYS Department of Tax and Finance and the Office of General Service's print shop.

Additional duties include, but are not limited to, the following:

• Monitor agency expenditures by comparing expenditures with established guidelines in relation to FOS contracts;
• Assist Contract manager with new and existing FOS printing, envelope, and alternate format contracts;
• Research historical data and files to compile reports and information pertaining to contract expenditures;
• Process orders in Forms Inventory Database (FIDB);
• Assist in the review, design, and control of agency and cross agency forms;
• Coordinate projects with outside vendors. Ensure that jobs are produced and delivered as specified by the customer;
• Maintain the master list, print production files and databases of the thousands of forms, publications and documents used by OTDA, other State Agencies and local social services districts to administer programs;
• Monitor and maintain the inventory control level of thousands of forms, publications and documents used by OTDA, other State Agencies, local social service districts and the Human Resources Administration (HRA) warehouse in New York City;
• Initiate and process the necessary paperwork needed to sustain stock levels of forms and publications used by OTDA, other State Agencies, local social service districts and the HRA warehouse with appropriate vendors;
• Review and code invoices for contracts to ensure payments to trucking vendor and FedEx; and
• Prepare and edit draft correspondence and other documents.

Minimum Qualifications COMPETITIVE QUALIFICATIONS:

Eligible for a lateral transfer or eligible for transfer under Section 70.1 of the Civil Service Law by having one year of permanent competitive service in an appropriate title. Information regarding transfer eligibility is available on the Civil Service Career Mobility Office website at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.

OR

Reachable on the appropriate eligible list in Albany.

Preferred Qualifications:

• Working knowledge of Excel sufficient to accurately maintain established spreadsheets and templates including entering and organizing data, working with tables, formulas, filters, and other existing spreadsheet features without altering established formatting or functionality;

• Strong attention to detail and accuracy when completing assigned work;

• Ability to independently research and locate information using available resources, including electronic files, databases, reference materials, and internet search; and

• Ability to retain, apply, and follow established procedures and instructions.

Additional Comments A full-time permanent appointment will be made. If certified by Civil Service, mandatory reemployment list candidates must be considered first for appointment to this title. Candidates must be legally authorized to work in the United States.

Your resume must indicate how you meet the minimum qualifications for this position. Non-specific submissions may be disqualified from further consideration if the information you provide does not meet the minimum qualifications.

Telecommuting up to 50% may be available in accordance with The Office of Temporary and Disability Assistance policy and can be discussed during the interview.

Interested candidates should send an email with their resume attached to [email protected] and reference posting #26-108. DO NOT REFERENCE THE VACANCY ID NUMBER.

NYS OTDA seeks to promote a diverse workforce that is a representation of the various cultures, voices, backgrounds, ideas, and talents of the citizens and communities that we serve. In alignment with New York State’s Executive Orders 187 and 31, OTDA is committed to advancing diversity, equity, inclusion, and accessibility by fostering an inclusive workplace.

Some positions may require additional credentials or a background check to verify your identity.