Office Assistant 2 (Calculations)

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 #LI-SS1 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. 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. Prefe…

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