Contract Management Specialist 1

Contract Management Specialist

Under the direction of a Contract Management Specialist 2, the incumbent will acquire commodities, services, software or hardware in accordance with Fiscal Law, and prepare related contracts, contract amendments, maintenance agreements, purchase orders, etc. for both the Department and the New York Secure Choice Savings Program Board (as DTF is administration to the Board). More specifically, the incumbent will:

• Develop a working knowledge of the NYS Finance Law and OGS/OSC/AG/OITS rules, regulations and procedures pertaining to procurement; become familiar with the NYS Budget process and rules to the extent it impacts procurement activities.
• Initiate and respond to new and ongoing program requests for contractual services or commodities including procurement method, coordination and follow-up on all activities (requests for proposal, invitation for bid, encumbrance documents, funding approvals, etc.) related to contract development.
• Create Invitations for Bids or Requests for Proposals as necessary. Documents can be hundreds of pages with appendices, exhibits and attachments. The incumbent should be confidant in their ability to develop and maneuver large WORD documents in team meetings (both in-person and via Webex) or confidant in their ability to learn to maneuver these documents.
• Participate in the bid evaluation process (timeframes, criteria to be rated and appropriate evaluation techniques).
• Analyze and review formal written contract documents with vendors and negotiate terms, conditions, and rates.
• Develop and process contract agreements and associated documentation and justification necessary to obtain the necessary approvals through the control agencies (OGS, DOB, AG and OSC as applicable).
• Make recommendations regarding appropriateness of acquisitions, financing, maintenance of equipment, and overall cost-effectiveness.
• Document the procurement process, including filing and archiving procurement records.
• Assist in the resolution of program and vendor contract complaints/disputes and follow-up to ensure efficient delivery of services and adherence to contract terms.
• Develop proficiency in all required systems including: SFS, internal Department systems, Control Agency systems (OSC/DOB) and the NYS Contract System (Empire State Development's MWBE reporting and contract monitoring system).
• Be proficient in Excel for information presentation and cost analysis, evaluation, and projection.
• Communicate effectively both verbally and in writing. Communications must be clear, concise and accurate. The Incumbent should have strong interrelationship skills.
• Have excellent organizational, analytical and comprehension skills.
• Adhere to the Department's time and attendance requirements.

This title is part of the New York Hiring for emergency Limited Placement Statewide Program (NY HELPS). For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply. At a future date, it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in an NY HELPS title, employees may take part in any promotion examination for which they are qualified.

NON-COMPETITIVE MINIMUM QUALIFICATIONS:

This position is filled as a two-year traineeship. Advanced placement in the traineeship is at the discretion of the hiring agency. Successful completion of the traineeship leads to a SG-18 position.

• Contract Management Specialist Trainee 1 (equated to SG-14, starting salary $53,764): Four years of experience managing contracts and related budgets including 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.
• Contract Management Specialist Trainee 2 (equated to SG-16, starting salary $59,994): Five years of experience managing contracts and related budgets including 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.
• Contract Management Specialist 1 (SG-18, starting salary $66,951): Six years of experience managing contracts and related budgets including 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.

Educational 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 J.D. may substitute for six years of specialized experience.

If you qualify with an educational substitution, you must include your transcripts or a foreign degree evaluation with your application. Your transcripts or degree evaluation must show your name, the school's name, the degree type, the degree was awarded and the date it was awarded. Foreign degrees must have an evaluation from one of the companies listed here:

COMPETITIVE MINIMUM QUALIFICATIONS:

• You must be a current New York State employee eligible for transfer in accordance with Civil Service Laws, Rules, and Regulations
• OR
• Immediately reachable on the eligible list(s) for this title and location

55-b/c ELIGIBLE CANDIDATES:

• You must meet the minimum qualifications listed above and have a letter of eligibility dated within the last three (3) years. You must include your letter with your application.

New York State is an equal opportunity employer. It's the policy of the state of New York to provide for and promote equal opportunity in employment, compensation, and other terms and conditions of employment without discrimination on the basis of age, race, color, religion, disability, national origin, gender, sexual orientation, marital status, or an arrest or criminal conviction record unless based on a bona fide occupational qualification or other exception.

Any candidate selected for this position will be subject to a review of their tax return submissions by the New York State Department of Taxation and Finance. Employment of a candidate is conditioned upon a finding by the New York State Department of Taxation and Finance that the candidate is in compliance with all local, state, and federal tax laws. In accordance with federal government requirements, the employment of any candidate selected for this position is conditioned upon successfully completing a background investigation including a criminal history record check (fingerprint check).

Some positions may require additional credentials or a background check to verify your identity.