Administrative Program Assistant

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) provides financial assistance to local governments, not\-for\-profits and other organizations to create plans and undertake projects; manages procurements necessary to retain vendors to provide professional services; and administers related contracts from development through closeout. The Procurement Assistant will undertake the above procurement\-related activities and associated contract administration to advance the priorities of OPDCI and our programs. The Administrative Program Assistant will ensure procurements, contracts and related documents, and payment requests are prepared, reviewed and processed in an effective and timely manner. The selected candidate for this position will be an employee of the NHT with work conducted under the supervision of DOS OPDCI Contract Administration Unit in the Albany office. Duties: Assist with the development and administration of procurements such as Request for Proposals, Request for Applications, evaluation tools, and single source requests. Retain documentation and compile procurement records for submission to the State Comptroller. Process consultant proposals and grant applications and provide related administrative duties from receipt to award, including preparation of spreadsheets, reports and letters and consistently updating procurement trackers. Contract administration duties including preparation, review, processing and tracking of contracts and various contract\-related documents (such as new contracts, amendments, budgets, extensions, VendReps, status reports, MOUs). Review and processing of time\-sensitive payment requests in accordance with program and contract requirements, as well as tracking individual contract expenditures and determining maximum allowable payment amounts. Activities related to the MWBE and SDVOB programs, including calculating MWBE goals, processing MWBE\-related documents and reports, and providing procurement outreach to MWBE firms. Provide assistance to program staff, vendors and grantees by answering questions, discussing issues, and providing status updates, contract documents and forms. Prepare and sending contract\-related correspondence and reminders to program staff, vendors and grantees. Prepare contract\-related statistical data and reports, as well as the creation and maintenance of spreadsheets, merge files, electronic contract files and mailing lists. Perform other contract\-related projects and duties as assigned and assisting with special projects and/or administrative support, as needed. Minimum Qualifications One year of experience in a procurement, contract, fiscal or related administrative field. Preferred Qualifications: 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 Indeed by COB, October 2, 2026\. Job Type: Full\-time Pay: $50,000\.00 \- $55,000\.00 per year Benefits: Dental insurance Employee assistance program Health insurance Paid time off Retirement plan Vision insurance Work Location: Hybrid remote in Albany, NY 12231