Program Aide

State of New York Watervliet, NY
Minimum Qualifications This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service.

One (1) year of full-time permanent service in a clerical, keyboarding, secretarial, or paraprofessional title position allocated to a Salary Grade (SG) - 6 or higher. Must be proficient in Microsoft Office Word and Excel.*

OR

Associate's degree from a regionally accredited college or university; plus one (1) year of full-time experience in clerical, keyboarding, secretarial or similar duties. Must be proficient in Microsoft Office Word and Excel.*

OR

Three (3) years of full-time experience in clerical, keyboarding, secretarial or similar duties in which some duties included data collection and analysis. Must be proficient in Microsoft Office Word and Excel.*

AND

In accordance with NGB standards, will be required to obtain and maintain a favorable background investigation, and have an appropriate clearance to allow access to computer networks and restricted areas to determine suitability, loyalty, and trustworthiness. Minimally a National Agency Check with Inquiry (NACI) will be completed - dependent on current regulation, a SECRET or other clearance may be required.

Must possess a valid driver's license to operate a motor vehicle in the State of New York. Must report any changes to supervisory chain and State Human Resources (MNHS). [Non-NY license must provide proof of validity.]

Must be able to read and write in English.

Required to have or successfully complete within 90 days of receiving computer access, all training associated with assigned data systems such as SFS, GFEBS and the Statewide Learning Management System (SLMS) and/or other computer training as related to duty assignments.

* Should related regulations, procedures and requirements change, additional training and/or certifications may be required.

Other combinations of education and work experience, including military, may be considered, however, candidate must demonstrate a combination totaling at least three (3) years full-time experience/education and direct relevance to the job duties noted.

At all times, the employee MUST maintain minimum standards in accordance with current , and as amended, agency, statutory and NGB requirements and directives; failure to do so will subject the individual to disciplinary action, including possible termination.

NOTE: Position standards illustrate the nature, extent and scope of duties and responsibilities of the position described. Standards cannot and do not include all of the work that might be appropriately performed by the incumbent. The minimum qualifications above are those which were required for appointment at the time the Position Standards were written. Please contact State Human Resources Management for any further information regarding the position requirements.

Duties Description This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service.

The Program Aide performs a variety of substantive professional and technical, duties that require specific program knowledge and closely resemble those typically performed by professional staff in the same unit. Under this assignment, with direction and supervision of the Education Services Officer or other appropriate supervisor, incumbent will perform a variety of activities and tasks as a paraprofessional to support the Recruitment and Retention Education Incentive Program (RREIP) which provides tuition assistance for eligible members of the New York State military forces.

The Program Aide will exercise a considerable amount of independent judgment in the performance of duties and application of various state and federal laws, procedures, rules, regulations, and guidelines that require interpretation. Will be responsible for coordination of information and application processing among unit commanders, unit administrators, college administrators, bursars, Registrars, representatives of state and federal legislatures, service members, and family members.

The position performs responsibilities in accordance with all current and amended, DMNA policies and procedures, federal and state statutes, and where applicable, the contract bargaining agreement and requirements of the National Guard Bureau (NGB), specifically the Master Cooperative Agreement (MCA) and supporting regulations. The position may report to state and/or federal supervisory personnel.

Responsibilities may include, but are not limited to the following:

* Review and assess applications in relation to the RREIRP and process accordingly.

* Resolve issues that may arise in relation to this critical program.

* Coordinate with Army Personnel Branch chiefs for information/requests by the Education Services Officer and the Education Incentive Office.

* Works closely with the Education Incentive Program representatives from the Air National Guard and the Naval Militia.

* Receive, record, and verify accuracy of applications and certify eligibility for the Tuition Incentive Program.

* Solicit and compile additional information as needed, for input into the education database.

* Work closely with the Initiatives Group to update and improve the design of the database used for this program.

* Provide certificates to eligible soldiers.

* Coordinate soldier's eligibility with participating educational institutions.

* Verify that soldiers have applied for all forms of available financial aid.

* Assist in the training of staff to ensure proper adherence to program requirements.

* May supervise in the unit assigned in the absence of the supervisor.

* Maintain all data systems and documentation associated with the program.

* Attend reviews and maintain running account of expenditures.

* Monitor the use of funds to ensure compliance with applicable laws, rules, and regulations.

* Provide fund status updates and reports as required.

* Attend meetings.

* Prepare and review various forms of written communications.

* Will perform duties independently as well as in team setting.

* Work on computers utilizing various software and database systems.

* Research laws, rules, and regulations to find alternative approaches to administrative problems or issues.

* Gather, review, and evaluate information required by professionals to conduct financial and program audits.

* May assist with the reconciliation of various records to include credit cards, purchasing, travel and other documentation.

* Will be required to work with, maintain records in, or perform data entry into various data systems such as the Statewide Financial System (SFS).

* Prepare and edit correspondence and other documents.

* May perform some administrative tasks such as answering telephones, sending and responding to electronic mail (e-mail), copying and scanning, filing and various other supporting duties.

* Will complete and attend training as required.

* Periodic overtime may be required.

* Periodic travel may be required using various modes of transportation.

* Performs other duties as assigned.

JOB REQUIREMENTS

* Must be proficient in Microsoft Office Suite; especially MSWord and Excel.

* Must have strong organizational skills and ability to multi-task and prioritize work assignments.

* Must have an understanding of the importance of and ability to meet deadlines.

* Ability to perform tasks with minimal supervision.

* Strong written and verbal communication skills.

* Ability to prepare written material in a clear and concise form.

* Ability to train and supervise staff.

* Ability to work independently or with other individuals in a project/team setting in accordance with supervisory guidance and direction.

* Will be required to appropriately handle and manage confidential information.

* Ability to interact well with different groups of people, including co-workers, management, both Federal and State personnel and the public.

* Ability to read and write in English.

* Demonstrated reliability and trustworthiness.

* Perform other duties as assigned.

Additional Comments This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service.

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