Senior Administrative Analyst​/Trainee; NYS HELPS

Description

• Review and process FMS-2 travel authorization requests for accuracy, completeness, and compliance with applicable State travel policies and procedures.
• Review and certify Statewide Financial System (SFS) Travel Expense Reports to ensure expenditures are properly documented, allowable, and compliant with the Travel Manual, Guide to Financial Operations, and oversight agency requirements.
• Coordinate domestic and out-of-state travel arrangements for executive staff and other designated agency personnel, including transportation, lodging, conference registrations, and travel itineraries.
• Assist executive staff, travelers, and travel proxies with travel reimbursement procedures and resolution of travel-related issues.
• Ensure compliance with State travel regulations, fiscal policies, and internal control requirements.
• Identify, research, and resolve discrepancies involving travel authorizations, expense reports, and supporting documentation.
• Evaluate existing travel processes and recommend improvements to strengthen internal controls, increase efficiency, and reduce risk.
• Monitor and respond to inquiries received through the Travel Unit's shared mailbox, providing timely guidance and customer service to agency staff.
• Serve as the primary liaison with the Business Services Center (BSC), Office of General Services, and other oversight entities regarding travel matters.
• Prepare reports, correspondence, spreadsheets, and other management documents related to travel operations and fiscal activities.
• Utilize Microsoft Excel, Microsoft Word, Outlook, and the SFS to manage travel transactions, analyze data, and maintain records.
• Develop, maintain, and implement records management practices for travel documentation to ensure proper filing, retention, security, and retrieval.
• Review, update, and maintain travel-related policies, procedures, forms, and administrative manuals.
• Maintain documentation supporting agency compliance with records retention, fiscal accountability, and audit requirements.
• Participate in agency performance improvement initiatives by evaluating workflows and recommending operational enhancements.
• Develop standardized forms, procedures, and process improvements that promote consistency, efficiency, and compliance.
• Analyze workload trends and prepare reports to support management decision-making and resource planning.
• Maintain contact between the Payment Unit and the Budget Unit regarding budget exceptions/errors and other issues pertinent to the tasks performed in the unit, and to provide any requested information.
• Prepare correspondence as required for the unit.
• Review JP Morgan Chase Travel applications and change requests submitted by OASAS employees.
• Review Agency SFS Travel Expense Report submissions.
• Create Out-of-State Travel requests within the DOB Agency Spending Controls Application System.
• Review and respond to various SFS travel related issues/problems.
• Perform other fiscal, financial management, and administrative duties as assigned or as necessary to support the operational needs and priorities of the Bureau of Financial Management.
• Supervise administrative support staff.

Current Senior Administrative Analyst, G-18, with one year of permanent competitive service ~OR~ eligible for transfer via Section 70.1 or 52.6 of Civil Service Law ~OR~ position may also be filled at the trainee level by the appointment of a candidate reachable on the PATT, or PCO or PCO Diversity eligible lists. Candidates with a score of 100 or greater on the PCO, PATT or PCO Diversity are encouraged to apply.

OR

NY HELPS

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.

At a future date, it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in an NY HELPS title, employees may take part in any promotion examination for which they are qualified.

• Administrative Analyst Trainee 1:
  Four years of experience conducting management and organizational studies to review and revise procedures for new or changing programs, review organizational performance, and develop internal controls; collecting data and conducting cost benefit or systems analysis to assist with organizational change; evaluating and developing recommendations to improve program operations and effectiveness; and designing and updating procedure manuals, forms, and policy.
• Administrative Analyst Trainee 2:
  Five years of experience conducting management and organizational studies to…