Program Aide

Program Aide

Duties Description

Applies analytical techniques as required by the program area.

Develops, maintains, and updates database programs and methods of data analysis for agency programs.

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

Monitors and evaluates data for deficiencies and assists in correcting problems.

Collects, tabulates, and analyzes data.

Draws conclusions from analyzed data and makes appropriate recommendations.

Creates tables and charts; and drafts reports to document analyses and procedures.

Assists in monitoring compliance with administrative and programmatic financial requirements.

Reviews and makes recommendations on grant applications and contracts.

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

Gathers, reviews, and evaluates information required by professionals to conduct financial and program audits.

Drafts procedures and provides guidance on requirements for budget revisions and amendments.

Assists in the preparation, review, evaluation, and analysis of a variety of reports and other documents specific to the assignment.

Liaisons with various agency program staff and other State, local, and federal agencies.

Performs various budget/finance activities.

Compiles, tabulates, and verifies financial and statistical data, such as financial projections and performance indicators, to be used in the preparation and analysis of agency budget submissions or in response to questions from the Division of the Budget (DOB).

Assists in monitoring agency expenditures by comparing expenditures with DOB guidelines, the State Finance Law, agency programs and policies, previous budget requests and applicable federal policies and rules.

Reviews budget data prepared by agency program staff for completeness and responsiveness to budgetary needs and projections. Confers with program administrators to exchange information and resolve questions.

Compares legislative budget with the proposed budget to identify differences.

Performs human resources assignments depending on the scale of the program.

Works with program staff to source candidates for job vacancies.

Assists in the recruitment of employees by answering questions and providing information concerning salary, benefits, working conditions and locations, agency/facility goals and objectives, and the structure and operation of State government.

Reviews employment applications and identifies candidates that meet qualifications for job postings.

May perform initial interviews with candidates to determine qualifications and interest in employment; or perform exit interviews to gain information on turnover.

Drafts recruitment materials and job postings for review by higher level staff.

Assists in position classification activities by compiling data or drafting documents such as transmittal correspondence, organizational charts, duties descriptions, and other related materials in accordance with applicable procedures and requirements.

Reviews tentative examination announcements, identifying discrepancies with previous announcements and reports of recent conferences, and refers potential problems to higher level staff.

Compiles background information for grievance and disciplinary hearings.

Duties Specific to this Position:

The Program Aide functions as a paraprofessional and provides program and/or technical support to the employees and customers of the Human Resources Management Office. The person in this position will perform a variety of assignments that require the ability to work independently, exercising sound judgement, prioritizing assignments and meeting mandatory deadlines. Responsibilities may include the creation and maintenance of entries into various organizational systems, scheduling and tracking interrogations, preparation, distribution and processing of Notices of Discipline, processing, tracking and maintenance of Administrative Leave, processing incoming grievances, distributing grievance decisions, distributing and tracking administrative action recommendations, writing Labor Management and subcommittee meeting minutes, board of visitor reports, and performing additional duties as requested. The candidate must have excellent communication and computer skills and be able to work within a team to meet the needs of HRMO customers.

Minimum Qualifications

Competitive Minimum Qualifications:

1. Candidates must have permanent competitive status as a Program Aide and be eligible for a lateral transfer.

OR

2. Eligible to transfer via section 70.1 of Civil Service Law by having at least one year of permanent service in a qualifying title. For eligible 70.1 information, visit the Career Mobility Office at:

When doing this search use your current title to see the titles you can transfer to.

Non-Competitive Minimum Qualifications:

1. Three years of experience performing clerical, keyboarding, or paraprofessional work in an office environment.

The current Civil Service List for the Program Aide at this location will be canvassed.

To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website:

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.

Preference will be given to OPWDD employees impacted by closures. If you are being impacted by closure, please indicate this on your resume.

All OPWDD employees must be eligible and maintain eligibility for full and unconditional participation in the Medicare and Medicaid programs. Continued employment will depend on maintaining eligibility.

If you are employed by state government you may be able to receive loan forgiveness under the Public Service Loan Forgiveness Program (PSLF). The PSLF Program forgives the remaining balance on Direct Loans after 120 qualifying monthly payments have been made under a qualifying repayment plan while working full-time for a qualifying employer. For more information on PSLF, please visit

Employees on long term leave can bid on positions but must be able to report to work within fourteen (14) days and be able to perform the essential functions of their positions with or without reasonable accommodation (RA).

If an employee or job applicant believes that they need a reasonable accommodation, they should contact the Reasonable Accommodation Unit at View phone number on click.appcast.io or email View email address on click.appcast.io to obtain information and RA forms.

Savings programs such as the U.S. Savings Bond and the College Savings Plan.

Voluntary pre-tax savings programs such as Health Care Spending Account and the Dependent Care Advantage Account offer employees options to pay for uncovered health care expenses or dependent care expenses.

Access to the Employee Assistance Program (EAP) an assessment and referral service that connects employees with local service providers and support services to address their personal needs.

Life insurance and Disability insurance.

The New York State Deferred Compensation Plan is a voluntary retirement plan that offers employees the option to invest a part of their salaries for retirement on a tax-deferred basis.

Paid Holidays and Leave:

Thirteen (13) paid holidays each year.

Thirteen (13) days of paid vacation leave initially.

Five (5) days paid personal leave each year.

Thirteen (13) days of paid sick leave each year (PEF/CSEA), which may carry over from year to year.

Up to three (3) days professional leave each year to participate in professional development events.

Health Care Coverage:

Employees and their eligible dependents can choose from a variety of affordable health insurance programs. Employees are provided family dental and vision plans at no extra cost.

Paid Parental Leave:

Paid Parental Leave allows eligible employees to take up to 12 weeks of paid leave at full pay for each qualifying event. A qualifying event is defined as the birth of a child or placement of a child for adoption or foster care.

Retirement Program:

Participate in The NYS Employees' Retirement System (ERS), which is recognized as one of the best-managed and best-funded public retirement systems in