What are the responsibilities and job description for the Contract Management Specialist position at NYS Environmental Facilities Corporation?
Under the direction of the Senior Manager of Procurement and Program Compliance, the Contract Management Specialist is responsible for various activities related to procurement, invoice audit and processing, budget tracking, report preparation, and Minority/Women Owned Business Enterprise (MWBE) and Service-Disabled Veteran Owned Business (SDVOB) utilization and reporting.Essential Duties
Manage complex procurements from solicitation development through contract award, ensuring compliance with EFCs Procurement Guidelines, Public Authorities Law, and applicable NYS requirements.
Develop and prepare procurement documents, including contracts, amendments, and purchase orders, while overseeing the approval and execution process.
Serve as primary liaison with control agencies, vendors, and oversight entities regarding procurement documentation, MWBE and SDVOB compliance, insurance requirements, and reporting submissions.
Assist in the development, revision, and implementation of procurement policies and internal procedures to enhance efficiency, transparency, and compliance.
Provide technical guidance and training to program staff regarding procurement requirements, MWBE/SDVOB obligations, and contract administration procedures.
Review and audit invoices for contractual and budgetary compliance; analyze trends and recommend improvements to strengthen internal controls and ensure prompt payment compliance.
Maintain and administer the corporate contract management system, including budget tracking, reporting, and contract expiration monitoring.
Analyze and report quarterly MWBE and SDVOB utilization data; advise management on strategies to improve participation and ensure compliance with NYS goals.QualificationsBachelors degree in business administration or a related field, and two years of relevant experience or an associate degree and four years of experience, including experience with procurement and managing contracts is required. An equivalent combination of education and experience to successfully perform the duties of the position may be considered, as determined by the Corporation.Preferred Knowledge/Skills
Knowledge of NYS Procurement Guidelines.
Experience in with a wide variety of procurement methodologies including RFPs, RFQs, OGS Centralized Contracts, and Single/Sole Source Contracts.Required Knowledge/Skills
Demonstrated initiative, sound professional judgement, and the ability to work with limited direction and supervision
Excellent interpersonal skills with an ability to handle sensitive matters
Strong written and verbal communication skills
Ability to manage multiple projects, make decisions and find alternative solutions to problems
Excellent organizational skills with a focus on detail
Proficiency in Microsoft Office products (including Excel, Word, and Outlook) and the ability to learn contract management and financial systemsWorking Conditions and Physical Abilities Work is performed in an office setting, with prolonged periods of desk work, including use of a computer and other standard office equipment. The role requires frequent communication in person, by telephone, and through electronic correspondence.
Manage complex procurements from solicitation development through contract award, ensuring compliance with EFCs Procurement Guidelines, Public Authorities Law, and applicable NYS requirements.
Develop and prepare procurement documents, including contracts, amendments, and purchase orders, while overseeing the approval and execution process.
Serve as primary liaison with control agencies, vendors, and oversight entities regarding procurement documentation, MWBE and SDVOB compliance, insurance requirements, and reporting submissions.
Assist in the development, revision, and implementation of procurement policies and internal procedures to enhance efficiency, transparency, and compliance.
Provide technical guidance and training to program staff regarding procurement requirements, MWBE/SDVOB obligations, and contract administration procedures.
Review and audit invoices for contractual and budgetary compliance; analyze trends and recommend improvements to strengthen internal controls and ensure prompt payment compliance.
Maintain and administer the corporate contract management system, including budget tracking, reporting, and contract expiration monitoring.
Analyze and report quarterly MWBE and SDVOB utilization data; advise management on strategies to improve participation and ensure compliance with NYS goals.QualificationsBachelors degree in business administration or a related field, and two years of relevant experience or an associate degree and four years of experience, including experience with procurement and managing contracts is required. An equivalent combination of education and experience to successfully perform the duties of the position may be considered, as determined by the Corporation.Preferred Knowledge/Skills
Knowledge of NYS Procurement Guidelines.
Experience in with a wide variety of procurement methodologies including RFPs, RFQs, OGS Centralized Contracts, and Single/Sole Source Contracts.Required Knowledge/Skills
Demonstrated initiative, sound professional judgement, and the ability to work with limited direction and supervision
Excellent interpersonal skills with an ability to handle sensitive matters
Strong written and verbal communication skills
Ability to manage multiple projects, make decisions and find alternative solutions to problems
Excellent organizational skills with a focus on detail
Proficiency in Microsoft Office products (including Excel, Word, and Outlook) and the ability to learn contract management and financial systemsWorking Conditions and Physical Abilities Work is performed in an office setting, with prolonged periods of desk work, including use of a computer and other standard office equipment. The role requires frequent communication in person, by telephone, and through electronic correspondence.