Contract and Vendor Management Specialist

Job Description

Job Description

New York State Homes and Community Renewal (HCR) is the State’s affordable housing agency, with a mission to build, preserve, and protect affordable housing and increase homeownership throughout New York State.

This position is with HCR’s Affordable Housing Corporation (AHC) . This is not a civil service position, and a civil service exam is not required. Candidates must meet the minimum qualifications outlined below to be considered.

NYS Homes and Community Renewal (HCR) is committed to fostering a culture of diversity, equity, inclusion, and accessibility. Our work would not be possible without the diverse backgrounds, experiences, ideas, and abilities of our employees. HCR is committed to developing a workforce that represents the diverse population of New York State. HCR embraces a diverse and inclusive work environment by encouraging all individuals, including those with disabilities, to apply to open positions at the agency.

The Office of Professional Services (OPS) is responsible for all administrative and support services, including Human Resources, Communications and Public Information, Fair Housing, Policy Development, Competitive Procurement and Contract Management, Fiscal Planning, Accounting and Treasury Services, Facilities and Building Management Services, Internal Audit, Project Management, and Information Technology Services. OPS values professionals that enjoy working in a fast-paced environment and who have the skills required to effectively plan, direct, and coordinate HCR’s wide array of support services.

DUTIES AND RESPONSIBILITIES:
The Contract & Vendor Management Specialist will be responsible for assisting the Vice President of Contracts and Administration with professional services procurements, contract administration, vendor management, compliance, and financial tracking, including but not limited to:

• Manage HCR’s contract portfolio across seven agencies and multiple revenue streams, including contract lifecycle tracking, amendments, renewals, expirations, and closeout.
• Harness a refined understanding of varying procurement methods that drives the contracting and vendor management role; including, but not limited to, Requests for Proposals (RFPs), Requests for Bids (RFBs), Requests for Qualifications (RFQs), Requests for Information (RFIs), Sole/Single Source Procurements, Preferred Source Procurement, Discretionary Spend Procurements, and other related procurements.
• Support procurement and contracting activities, including vendor due diligence, eligibility verification, and contract documentation.
• Review and interpret contract terms and clauses and ensure compliance with contractual requirements, including deliverables, insurance, reporting, and payment terms.
• Conduct vendor and contract compliance reviews and maintain required certifications, licenses, insurance, and other documentation.
• Create requisitions and purchase orders in SAP and support invoice processing and payment activities.
• Monitor contract expenditures, budgets, and spend-downs and support financial reconciliation.
• Prepare monthly, quarterly, and annual contract, procurement, and financial reports using SAP and other systems.
• Coordinate required contract submissions and approvals, including Office of the State Comptroller (OSC) submissions, when applicable.
• Manage vendor communications and performance, including resolving contract issues, and coordinating annual vendor performance questionnaires.
• Collaborate with Finance Administration, Legal, program teams, vendors, and other partners to support timely and compliant contract administration.
• Support MWBE and SDVOB requirements and related compliance reporting.
• Review contract files and reporting for accuracy, completeness, and compliance with applicable requirements.
• Identify process improvements, compliance risks, and opportunities to strengthen contract management practices.
• Perform other related duties as assigned.

WHO YOU ARE: 

• Bachelor’s degree and at least three years of professional experience managing NY State and/or federal contracts.
• Experience in State or local government with familiarity in State and Federal contracting processes.
• Project coordination experience, including managing multiple assignments, coordinating with stakeholders, and prioritizing deliverables.
• Contract management and compliance experience supporting State and Federal program operations.
• Professional writing and documentation skills, including drafting, editing, and reviewing program materials.
• Analytical and technical skills including experience with database systems and Excel macros.
• Exceptional communication skills, including advanced writing, editing, and documentation abilities and experience communicating with executive leadership.
• Strong organizational and analytical capabilities with a proven record of managing complex workloads and competing priorities.
• Demonstrated leadership with the ability to take ownership of assignments and drive projects to completion.
• Effective multitasking and prioritization in fast‑paced, deadline‑driven environments.
• Advanced problem‑solving skills with the ability to identify issues, evaluate options, and implement solutions.
• Collaborative relationship‑building with internal teams, external partners, and stakeholders.
• Advanced proficiency in productivity tools including Word, Excel, PowerPoint, and related applications.
• Sound judgment and discretion in handling confidential and sensitive information.
• Creative thinking with the ability to generate practical, innovative ideas.
• Commitment to professional development and willingness to take on additional responsibility.
• Reliability and professionalism demonstrated through punctuality, strong time management, and consistent performance.
• Process‑improvement orientation with the ability to identify workflow enhancements and recommend solutions.
• Government procurement experience preferred.
• Intellectual curiosity and willingness to explore new methods and approaches.
• Analytical mindset with the ability to apply logic and structured methods to solve complex problems.
• Comfort with ambiguity and resilience in navigating differing policies, shifting priorities, and multiple demands.
• Self‑motivation and the ability to work effectively with minimal supervision while maintaining accountability.
• Integrity and strong values demonstrated through excellent judgment and ethical conduct.
• Professional confidence with the ability to represent the organization effectively.
• High energy and enthusiasm for contributing to team and organizational success.
• Coachability and openness to feedback.

This job description is not intended to be all inclusive and the employee will be expected to perform other reasonably related duties as assigned.

WHAT WE OFFER AT NYS HCR: 

• Extensive benefits package including paid leave, including excellent health, dental, vision and retirement benefits with the New York State & Local Employees’ Retirement System.
• Promotional opportunity for dedicated professionals.
• Work life balance benefits include a 37.5-hour work week and paid time off benefits including vacation, sick, personal days, and Federal Holidays.
• Opportunity for compressed scheduling.
• 12 weeks of Paid Parental Leave.
• Paid Family Leave.
• Opportunity for compressed/flextime scheduling.
• As a New York State employee, you may qualify to participate in the Federal Public Service Loan Forgiveness Program (PSLF). The PSLF Program forgives the remaining balance on your Direct Loans after you have made 120 qualifying monthly payments under an accepted repayment plan and while working full-time for an eligible employer. 

Additional SONYMA/HFA/AHC Benefits: 

• Cash in for Wellness! This program provides you with the option of buying or renewing a health club membership of your choice or enrolling in a weight loss and or smoking cessation program, using your sick leave accruals.
• Tuition reimbursement program – for job related and non-job-related courses.
• Vacation Leave Buy-Back program – Subject to approval, every year eligible employees may exchange previously earned and accrued vacation time in return for cash compensation (at employee’s daily rate of pay at time of exchange).
• Access to Plum Benefits – savings on movie tickets, theme parks, hotels, tours, Broadway shows and more!
• Optical reimbursement program – Employees are eligible for optical, hearing aid, and podiatric expenses not otherwise covered by insurance, with a maximum aggregate amount of $650 per year, per family. Unused yearly balances may be carried over to next year for a maximum of $1,300.
  
  

ABOUT NEW YORK STATE HOMES AND COMMUNITY RENEWAL:  
Under the leadership of Governor Kathy Hochul and Commissioner RuthAnne Visnauskas, HCR is a vibrant, innovative agency that integrates and leverages New York State’s housing resources. We have offices in New York City, Albany, Buffalo, and Syracuse, and employ a diverse workforce of professionals who are hard-working and committed to serving low- and moderate-income families. Our mission is far reaching, encompassing single and multifamily housing finance, home improvement, rent regulation, housing subsidies, and community development. We partner regularly with a variety of public and private stakeholders.

Achieving this mission requires a wide range of skills and backgrounds in public policy, administration, real estate, construction, finance, law, and many other areas of expertise. We seek to provide a workplace environment that is productive, flexible, accountable, ethical, and caring. Our employees are empowered to make a difference where they live and work. We offer competitive pay and a comprehensive benefits package, including paid leave, health, dental, vision, retirement, and family-friendly policies. 

New York State is an Equal Opportunity Employer (EOE)