Program Assistant for Contracts

The Natural Heritage Trust (NHT) is a New York State (NYS) public benefit corporation. Established in 1968, the NHT’s mission is to receive and administer gifts, grants and other funds to further public programs for parks, conservation and historic preservation purposes of the State of New York. The NHT is governed by a four-member Board of Directors comprised of the Commissioner of the Office of Parks, Recreation and Historic Preservation, the Chair of the State Council of Parks, the Commissioner of the Department of Environmental Conservation, and the Secretary of State.

The Department of State (DOS) is an NYS agency that plays a critical role in helping to reinvigorate the NYS economy and make its communities more livable. The Department’s divisions, committees and commissions provide a vast array of services. to serve as a vehicle to make New York State’s communities more resilient and progressive to improve the lives of its residents.

The DOS Office of Planning, Development and Community Infrastructure (OPDCI) is responsible for managing hundreds of state assistance contracts which provide local governments with financial assistance to create plans and undertake projects to advance the responsibilities of New York’s Coastal Management Program.  The Program Assistant will work with program staff and contract recipients to implement the Minority and Women-owned Business Enterprise (MWBE) Program and the Service-Disabled Veteran-Owned Business (SDVOB) Program; provide contract, fiscal and grant administration; and other contract and grant related duties.

The selected candidate for this position will be an employee of the NHT with work conducted under the supervision of DOS Contract Administration Unit.

Duties 

The Program Assistant implements the Contract Administration Program at OPDCI. Specific Duties to be undertaken include:

• Contract administration duties including preparation, review, processing and/or tracking of contracts and various contract-related documents (such as new contracts, amendments, modifications, extensions, status reports).
• Fiscal activities including review and processing of payment requests received in accordance with program and contract requirements, as well as tracking individual contract expenditures and determining maximum allowable payment amounts.
• Assist with activities related to the MWBE and SDVOB programs, including calculating contract-specific goals and processing MWBE-related documents and reports.
• Receiving and processing new grant applications and preparing spreadsheets, reports and letters related to grant applications received.
• Preparing contract-related statistical data and reports, as well as the creation and maintenance of spreadsheets, merge files, electronic contract files and mailing lists.
• Preparing and sending contract-related correspondence and reminders to recipients and program staff.
• Assisting program staff and contract recipients by answering questions, discussing issues, providing status updates, and providing contract documents and forms.
• Assist the Consistency Unit with the processing of project applications, including scanning new applications and permits, database entry, preparing and mailing letters, electronic and paper file maintenance.
• Performing other contract-related projects and duties as assigned and assisting with special projects and/or administrative support, as needed. 

Minimum Qualifications 

Bachelor’s degree or higher and two years of experience in a contract, fiscal or related administrative field.

Essential Skills 

• proficiency with Microsoft Word and Excel
• strong organizational skills and attention to detail
• excellent mathematical and numeracy skills
• excellent written and oral communication skills
• ability to manage time and multiple priorities effectively
• ability to work well independently, as well as part of a team
• ability to operate office equipment such as computer, printer, copier, scanner, telephone

NHT is committed to building and encouraging an inclusive workplace that strives for respect and promotes and values diversity. We believe that organizations that are diverse in age, gender identity, race, sexual orientation, physical or mental ability, ethnicity, and perspective, or any other trait that makes an individual unique, are proven to be better organizations. Please consider joining the team as we work together to build a welcoming workplace where employees recognize their unique characteristics, skills, and experiences are respected, valued, and celebrated.

To support our employees, NHT provides a generous benefits package similar to what is offered to New York State employees. Our total compensation package includes, but is not limited to, leave benefits (14 paid holidays as well as paid vacation, sick, and personal leave); a comprehensive health insurance program including medical, prescription drug, dental, and vision plans; and membership in the NYS Employees Retirement System. Additionally, employees may be eligible for partial remote work schedules.

Interested candidates should submit a cover letter and resume via really by COB, March 3, 2024.

Job Type: Full-time

Pay: $48,000.00 - $52,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person

Salary : $48,000 - $52,000