Contract Management Specialist 1 - VID 217412

Duties Description

The Contract Management Specialist 1’s primary function is to initiate and manage the planning and development of procurement documents and contracts, and/or coordinate activities associated with implementing a procurement contract. The incumbent will serve as a member of a procurement team.

Responsibilities include but are not limited to:

Bid Solicitations / Contracts:

• Prepare various procurement documents such as requests for proposals (RFPs), requests for information (RFIs), invitations for bids (IFBs) and administer solicitation and evaluation processes.
• Prepare and issue legal advertisements for bid solicitations and other procurements
• Conduct debriefings with vendors and other state agencies.
  
  

Research/Communication:

• Perform research/analysis and write/compile documentation as assigned by senior managers.
• Respond to questions, as required, from various OGS programs as well the Office of the Attorney General, the Office of the State Comptroller, other state agencies, vendors, and the public.
• Communicate with vendors, contractors, subcontractors, and other state agencies regarding solicitation/award documents, vendor responsibility requirements, informational needs, and status updates.
• Participate in conducting off-site trainings to enhance the customers’ understanding of centralized contracts.
  
  

Additional Duties:

• Review, monitor, and track assigned workload by using internal databases, project management tools, and SharePoint records.
• Efficiently utilize program databases, applications, and Microsoft Office Suite.
• Interact with customers and colleagues in a courteous and professional manner.
• Perform other duties and special projects as required.
  
  

Notes:

• There is no examination required for appointment to a NY HELPS position. Candidates hired via NY HELPS will be appointed on a permanent non-competitive basis and will begin a probationary period.
  
  

At a future date (within one year of permanent appointment), it is expected that NY HELPS employees will have their non-competitive employment status converted to competitive status, without having to take an exam. Employees will then be afforded with all the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

Minimum Qualifications

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS)* and applicants must meet the following minimum qualifications to be considered for this position:

This title includes a traineeship opportunity, and applicants will be appointed to the appropriate level** based on their experience and education.

Required experience:

Professional 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 level requirements:
• Contract Management Specialist Trainee 1 (equated to SG-14)-Four years of experience.
• Contract Management Specialist Trainee 2 (equated to SG-16): Five years of experience.
• Contract Management Specialist 1, SG-18: Six years of experience.
  
  

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.

OR

Applicants may also be appointed to this position if currently reachable on the appropriate eligible list for this title OR are a current New York State employee with one year or more of qualifying permanent service in a position allocated to a Grade 11 or above and eligible for transfer under Section 52.6, 70.1 or 70.4 of the Civil Service Law.

• 70.4 Transfer: Candidates must have one year or more of qualifying permanent service at the Grade 11 or above AND possession of a bachelor’s degree; AND standing on the Professional Careers Opportunities (PCO) or Public Administration Traineeship Transition (PATT) eligible lists.
  
  

PCO Candidates: Individuals with a score of 100 or above on the Professional Career Opportunities (PCO) eligible list are encouraged to apply.

Successful completion of a two-year traineeship leads to appointment as a Contract Management Specialist 1, SG-18.

NOTE: IN ORDER TO AWARD THE PROPER CREDIT FOR WORK EXPERIENCE, RESUMES MUST INCLUDE MONTH AND YEAR FOR START AND END DATES. IF ANY OF THIS EXPERIENCE IS LESS THAN FULL TIME YOU MUST INDICATE THE AVERAGE NUMBER OF HOURS WORKED PER WEEK.

Additional Comments

The Office of General Services (OGS) is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage applicants from all communities to apply.

For a full version of OGS’s EEO/AA statement and benefits joining Team #OneOGS, please visit http://www.ogs.ny.gov/employment.

NOTE ON TELECOMMUTING: Employees are required to apply and obtain approval through management to telecommute according to the agency’s Telecommuting Program Guidelines.