Contract Management Specialist 1 / Trainee 1 / Trainee 2 (NY HELPS)
ConfidentialDuties Description The incumbent of this position will report to the Procurement Unit within the Office of Administration & Finance. Duties include but are not limited to the following: Learn and understand laws, policies, and procedures governing New York State (NYS) procurements; Develop contracts and assist in various aspects of contract approval and administration; Utilize the Statewide Financial System (SFS) to establish and encumber contracts, process transactions and access reports. Assist in the ongoing administration of contracts with vendors and ensure adherence to established contract procedures and requirements; Research vendor contracts with the State to ensure compliance with Agency Procurement Policy and NYS Finance Law; Maintain an effective working relationship with program and administrative organizations; Develop and revise procedures, policies, and reporting formats for DHSES MWBE and SDVOB Programs. Conduct market research and establish cost reasonableness for procurements; Develop Request for Proposals (RFPs), Request for Information (RFIs), Invitation for Bids (IFBs), Request for Quotations (RFQs), evaluation instruments, single and sole source requests, and other procurement instruments, ensuring that procurement documents and processes meet legal and regulatory requirements; Provide advice and assistance to Department program managers with focus in the areas of compliance with State finance and procurement laws, regulations and policies; Perform other projects and assignments, as needed. Minimum Qualifications NY HELPS This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).*** To be considered for appointment through NY HELPS, or 55 b/c, candidates must meet the open-competitive minimum qualifications for this position. This title includes a traineeship opportunity and applicants will be appointed to the appropriate level** based on their experience and education. **Contract Management Specialist 1 level requirements: Contract Management Specialist Trainee 1 (equated to SG-14): Four years of experience* in managing contracts and related budgets. Contract Management Specialist Trainee 2 (equated to SG-16): Five years of experience* in managing contracts and related budgets. Contract Management Specialist 1, SG-18: Six years of experience* in managing contracts and related budgets. Substitutions: An associate degree may substitute for two years of experience; a bachelor’s degree may substitute for four years of experience; a master’s degree may substitute for five years of experience; and a doctorate may substitute for six years of experience. Qualifying experience must include one or more of the following areas: negotiation with contractors and vendors; fiscal management, including bidding, payment, analysis, and fiscal reporting; contract development, including developing requests for proposals; contract execution, including securing signatory approval from control agencies; monitoring and review of contract terms. Dependent upon qualifications, if appointed as a trainee, successful completion of a one-year or two-year traineeship leads to appointment as a Contract Management Specialist 1, SG-18. REASSIGNMENT/TRANSFER Applicants may also be appointed to this position if they are a current New York State Division of Homeland Security and Emergency Services employee with one year or more permanent, contingent-permanent or 55b/c service as a Contract Management Specialist 1 and are interested in reassignment; OR are a current New York State employee with one year or more of permanent, contingent-permanent, or 55b/c service in a position allocated to a Grade 11 or above and eligible for transfer under Section 70.1 or 70.4 as appropriate of the Civil Service Law. NOTE: Employees on the Civil Service eligible list will be considered. If you are on the eligible list and not reachable, you may be eligible for another appointment method. You are encour…