Arts Team Associate - VID 223181

The Arts Team Associate for Operations prepares cultural service contracts; monitors returned contracts; prepares returned contracts and encumbrances for processing; prepares materials for audit of contracts; contacts organizations for final reports; answers applicants' questions about contracts and contracting process; analyzes financial information to determine contract compliance; and prepares statistical and written reports relating to the contract process.

Duties include, but are not limited to:

• Review arts and cultural grant applications and make initial determinations of applicant eligibility under statutory, regulatory, and program criteria; identify application deficiencies and advise applicants on corrective action.
• Prepare analytical summaries of applications and related materials for peer review panels.
• Work closely with the Operations team to support all stages of contract execution, including tracking the status of contracts in progress, drafting communications to grantee contacts, resolving issues that would delay execution, and communicating regularly with internal staff to ensure prompt payments.
• Enter and track contract transactions in the Statewide Financial System (SFS) and other agency systems, and review entries for accuracy and completeness prior to processing.
• Confirm grantee prequalification status in connection with contract development and processing.
• Monitor contract approvals and follow up on proposed contracts with internal reviewers and external approval agencies, including the Office of General Services, the Department of Law, and the Office of the State Comptroller.
• Prepare status reports on pending contracts and flag items requiring resolution.
• Assist in the preparation of work plans identifying key deliverables and critical dates, utilizing electronic systems such as SFS and SmartSimple.
• Support supervising staff in their review and approval or disapproval of contracts; document major or complex issues and refer them to the supervisor.
• Draft written responses to interested parties on contract awards and contract status.
• Maintain applicant, grantee, and program records in agency systems.
• Assist with special assignments and projects.

Minimum Qualifications

About the New York State Council on the Arts:

The mission of the New York State Council on the Arts is to foster and advance the full breadth of New York State’s arts, culture, and creativity for all. To support the ongoing recovery of the arts across New York State, the Council on the Arts will award $161 million in FY

• The Council on the Arts further advances New York's creative culture by convening leaders in the field and providing organizational and professional development opportunities and informational resources. Created by Governor Nelson Rockefeller in 1960 and continued with the support of Governor Kathy Hochul and the New York State Legislature, the Council is an agency that is part of the Executive Branch. For more information on NYSCA, please visit?www.arts.ny.gov, and follow NYSCA's?Facebook?page, Twitter?@NYSCArts?and Instagram?@NYSCouncilontheArts.?

Minimum Qualifications Required for Appointment:

Six years of specialized experience involving arts and/or cultural programs, activities, or initiatives gained in a variety of settings including, but not limited to, nonprofit or commercial organizations; government and quasi-governmental entities; arts programs or components within non-arts entities (such as the arts program of an educational institution, communications organization, corporate entity, or philanthropic organization); or other public or private sector organizations performing one or more of the following:

• Grant administration, including program design, application review, panel facilitation, contract administration, or grantee reporting, such as serving as a program officer, program associate, or grants coordinator.
• Compliance, accounting, or financial management work for grants or loans funding public or nonprofit projects with complex terms, including the use of accounting and financial management systems, such as serving as a capital eligibility advisor, public finance advisor, grants accountant, or fiscal compliance officer.

*Substitutions: An associate’s degree may substitute for two years of specialized experience. A bachelor’s degree may substitute for four years of specialized experience. A master’s degree may substitute for five years of specialized experience; a JD may substitute for six years of specialized experience; a Ph.D. may substitute for seven years of specialized experience.

Preferred Qualifications:

• Experience in finance and data function at a government agency, not-for-profit organization, or organization primarily serving not-for-profit organizations.
• Excellent communication skills, with the ability to work with a wide variety of stakeholders.
• Highly organized, with demonstrated ability to create and maintain dynamic tracking and filing systems with a high degree of accuracy and consistency.
• Ability to manage and coordinate multiple projects and deadlines simultaneously, with careful attention to detail.
• Research and analytical skills, including the ability to gather and organize information and present findings clearly in writing.
• Proficiency with Microsoft Office, particularly Excel, and comfort working in databases or grants management systems.
• Familiarity with, and interest in, the arts and culture sector of New York State.

Note:

In Order to Award the Proper Credit for Work

EXPERIENCE, RESUMES MUST INCLUDE MONTH AND YEAR FOR START AND END DATES.

If Any of This Experience Is Less Than Full Time You Must

INDICATE THE AVERAGE NUMBER OF HOURS WORKED PER WEEK.