What are the responsibilities and job description for the Contract Management Specialist 1/Trainee 1/2 (NY HELPS) - Long Island position at State of New York - Parks, Recreation & Historic...?
The duties that the incumbent of the vacancy will be expected to perform. Duties Description This position is in the regional purchasing office which oversees procurement and accounts payable for the Long Island region, not including Capital and NHT purchasing. Purchasing orders fuel for the parks, pays utilities, reconciles and codes p-card transactions, handles contract invoices, creates purchase requisitions, oversees purchase order processing, payment and closeout, and submits direct pay requests. Duties include the following: • Supervise staff in the regional purchasing office; provide training, monitor time and attendance as well as work performance, and do annual evaluations; address issues that arise and ensure a healthy work environment for all employees.• Review requisitions with park managers and executive staff to obtain estimates of usage, required delivery dates and any other factors which may affect agency needs.• Select the most appropriate method of procurement considering New York State's purchasing guidelines and New York State Finance Law and assist with identifying possible alternatives based on current availability.• Certify that commodities or services ordered are delivered as requested in accordance with specifications listed on requests.• Reconcile/approve and audit monthly procurement card statements in the Statewide Financial System. Compile and post reports of monthly P-card spending for managers and department heads. Submit requests for new p-cards or p-card increases. Ensure that fraudulent activity is reported to the p-card provider and to Albany. • Review complex purchase requisitions for compliance with appropriate rules, regulations and agency policies and appropriateness within the agency's budget plan.• Prepare detailed specifications and complex bid proposals used for soliciting bids.• Review procurement records and related documents to ensure accuracy, completeness, and that all mandatory requirements have been met.• Interpret NYS purchasing guidelines and provide training to regional staff on State and Agency procurement policies and guidelines.• Determine the types of commodities and services available in the marketplace that meet the needs of the region.• Propose changes to existing guidelines or as assigned, assist in the development of new guidelines for the region to maintain a more effective workflow.• Analyze invoices and contact vendors about discrepancies and proper documentation required by NYS Finance Law.• Assist park managers with developing RFQs (Request for Quotes) and enter regional requests into the NYS Contract Reporter as needed.• Negotiate, develop, prepare, review, implement, process, track and provide fiscal and administrative oversight of contracts. Audit and process contract claims and vouchers and approve and review contract payments to ensure that the payments are in accordance with contract terms.• Provide guidance, technical assistance and training to agency staff and/or potential bidder(s) to facilitate the contract and procurement processes, ensuring all requirements are met.• Resolve problems identified by agency staff or vendors with the contract, RFPs, IFBs, Sole/Single Source Procurements, or other related financial documents. Document major issues or problems and refer them to Executive staff.• Monitor voucher payment process for utilities and assigned contracts, ensuring voucher audits are conducted in a manner consistent with contractual payment provisions.• Resolve accounts payable problems.• Monitor journal entries for correct coding and submit journal vouchers to correct errors.• Compile documentation so the Region can accurately respond to Freedom of Information Law (FOIL) requests for bids, purchases, and contract requests.• Other assigned tasks as needed.
The minimum qualifications required for this vacancy. Minimum Qualifications 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. The qualifications are: Contract Management Specialist Trainee 1, Non-Statutory (NS) Equated (EQ) to Salary Grade (SG) 14: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.The advanced placement qualifications are: Contract Management Specialist Trainee 2, NS EQ SG 16: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: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. 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.NOTE: At the agency’s discretion, advanced placement to the Trainee 2 or Journey level may be possible depending on education and pending Civil Service.**Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was awarded by an educational institution outside the United States or its territories, you must provide independent verification of equivalency. This information can be found at http://www.cs.ny.gov/jobseeker/degrees.cfm. Candidates are responsible for the evaluation fee.FOR PERMANENT APPOINTMENT VIA ELIGIBLE LIST APPOINTMENT: Candidates may also be qualified for permanent competitive appointment if reachable from the appropriate Civil Service eligible list.If you have previous or current employment at a NYS agency, to be considered for this position, a review of your state history is needed. Please provide the last four digits of your social security number in your email response or on your resume. If you are not comfortable providing this information in your response, a representative from our office may contact you.52.6 or 70.1 TRANSFER QUALIFICATIONS: At least one year of permanent or contingent-permanent qualifying service as a Grade 11 or higher (for 70.1), or Grade 12 or higher (for 52.6). The service must be in a title that Civil Service has deemed transfer eligible to the position.70.4 TRANSFER QUALIFICATIONS: At least one year of permanent or contingent-permanent qualifying service as a Grade 12 or higher, a bachelor’s or higher degree**, and a passing score on the Professional Career Opportunities (PCO) exam. Note: Candidates must not have failed the most recent examination for this title.Note: The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.For all transfers noted, a comprehensive list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.REASSIGNMENT QUALIFICATIONS: Current NYS Office of Parks, Recreation and Historic Preservation Employees only, with at least one year of permanent or contingent-permanent qualifying service as Contract Management Specialist 1/Trainee 1/2; if you have less than one year, you must be reachable on the current Contract Management Specialist 1/Trainee 1/2 eligible list for this location.
Additional comments regarding the vacancy. Additional Comments Positions located within Suffolk County, are also eligible to receive an additional $4,000 annual downstate adjustment.BENEFITS: Generous benefits package, worth approximately 65% of salary, including: • Paid Time Off: • PEF and CSEA - 44 days: 13 Vacation days, 13 Sick days, and 5 Personal Leave days, 13 Holidays.• PEF – three (3) cays of professional leave annually to participate in professional development.• Health Care Benefits: • Eligible employees and dependents can pick from a variety of affordable health insurance programs.• Family dental and vision benefits at no additional cost• Additional Benefits: • New York State Employees’ Retirement System (ERS) Membership• NYS Deferred Compensation• Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds• Public Service Loan Forgiveness (PSLF)• Paid Parental / Family LeaveTo learn more about our benefits, visit: https://parks.ny.gov/employment/benefits.aspxDepending on each applicant's experience and/or current salary if employed by New York State already, the appointment may be made to the Contract Management Specialist Trainee 1, Contract Management Specialist Trainee 2, or the Contract Management Specialist 1 titles. Included below is a breakdown of the salary at each level of the traineeship: • Contract Management Specialist Trainee 1, SG-14: ($53,764-$68,630)• Contract Management Specialist Trainee 2, SG-16: ($59,994-$76,359)• Contract Management Specialist 1, SG-18: ($66,951-$85,138)Additional Comments: For the duration of the **NY HELPS Program, this title maybe filled via a permanent, 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 (within one year of permanent appointment), 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 a NY HELPS title, employees may take part in any promotion examination for which they are qualified.Employees appointed via the NY HELPS program are restricted for promotional appointment until their position is covered-in to the competitive class by the New York State Civil Service Commission (CSC), or they otherwise obtain permanent competitive status. The CSC has recently covered-in employees who were appointed via NY HELPS on a permanent or contingent permanent basis between June 26, 2024 and June 11, 2025. Notification to employees regarding a change in their status is forthcoming. You may wish to apply if you received a permanent NY HELPS appointment to a qualifying title within these timeframes and are interested in this opportunity. Your eligibility for promotion will be reviewed by Human Resources. Employees with a permanent NY HELPS appointment occurring effective 6/12/25 or later will be addressed with a subsequent cover-in.It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.
Some positions may require additional credentials or a background check to verify your identity.
The minimum qualifications required for this vacancy. Minimum Qualifications 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. The qualifications are: Contract Management Specialist Trainee 1, Non-Statutory (NS) Equated (EQ) to Salary Grade (SG) 14: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.The advanced placement qualifications are: Contract Management Specialist Trainee 2, NS EQ SG 16: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: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. 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.NOTE: At the agency’s discretion, advanced placement to the Trainee 2 or Journey level may be possible depending on education and pending Civil Service.**Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was awarded by an educational institution outside the United States or its territories, you must provide independent verification of equivalency. This information can be found at http://www.cs.ny.gov/jobseeker/degrees.cfm. Candidates are responsible for the evaluation fee.FOR PERMANENT APPOINTMENT VIA ELIGIBLE LIST APPOINTMENT: Candidates may also be qualified for permanent competitive appointment if reachable from the appropriate Civil Service eligible list.If you have previous or current employment at a NYS agency, to be considered for this position, a review of your state history is needed. Please provide the last four digits of your social security number in your email response or on your resume. If you are not comfortable providing this information in your response, a representative from our office may contact you.52.6 or 70.1 TRANSFER QUALIFICATIONS: At least one year of permanent or contingent-permanent qualifying service as a Grade 11 or higher (for 70.1), or Grade 12 or higher (for 52.6). The service must be in a title that Civil Service has deemed transfer eligible to the position.70.4 TRANSFER QUALIFICATIONS: At least one year of permanent or contingent-permanent qualifying service as a Grade 12 or higher, a bachelor’s or higher degree**, and a passing score on the Professional Career Opportunities (PCO) exam. Note: Candidates must not have failed the most recent examination for this title.Note: The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.For all transfers noted, a comprehensive list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.REASSIGNMENT QUALIFICATIONS: Current NYS Office of Parks, Recreation and Historic Preservation Employees only, with at least one year of permanent or contingent-permanent qualifying service as Contract Management Specialist 1/Trainee 1/2; if you have less than one year, you must be reachable on the current Contract Management Specialist 1/Trainee 1/2 eligible list for this location.
Additional comments regarding the vacancy. Additional Comments Positions located within Suffolk County, are also eligible to receive an additional $4,000 annual downstate adjustment.BENEFITS: Generous benefits package, worth approximately 65% of salary, including: • Paid Time Off: • PEF and CSEA - 44 days: 13 Vacation days, 13 Sick days, and 5 Personal Leave days, 13 Holidays.• PEF – three (3) cays of professional leave annually to participate in professional development.• Health Care Benefits: • Eligible employees and dependents can pick from a variety of affordable health insurance programs.• Family dental and vision benefits at no additional cost• Additional Benefits: • New York State Employees’ Retirement System (ERS) Membership• NYS Deferred Compensation• Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds• Public Service Loan Forgiveness (PSLF)• Paid Parental / Family LeaveTo learn more about our benefits, visit: https://parks.ny.gov/employment/benefits.aspxDepending on each applicant's experience and/or current salary if employed by New York State already, the appointment may be made to the Contract Management Specialist Trainee 1, Contract Management Specialist Trainee 2, or the Contract Management Specialist 1 titles. Included below is a breakdown of the salary at each level of the traineeship: • Contract Management Specialist Trainee 1, SG-14: ($53,764-$68,630)• Contract Management Specialist Trainee 2, SG-16: ($59,994-$76,359)• Contract Management Specialist 1, SG-18: ($66,951-$85,138)Additional Comments: For the duration of the **NY HELPS Program, this title maybe filled via a permanent, 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 (within one year of permanent appointment), 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 a NY HELPS title, employees may take part in any promotion examination for which they are qualified.Employees appointed via the NY HELPS program are restricted for promotional appointment until their position is covered-in to the competitive class by the New York State Civil Service Commission (CSC), or they otherwise obtain permanent competitive status. The CSC has recently covered-in employees who were appointed via NY HELPS on a permanent or contingent permanent basis between June 26, 2024 and June 11, 2025. Notification to employees regarding a change in their status is forthcoming. You may wish to apply if you received a permanent NY HELPS appointment to a qualifying title within these timeframes and are interested in this opportunity. Your eligibility for promotion will be reviewed by Human Resources. Employees with a permanent NY HELPS appointment occurring effective 6/12/25 or later will be addressed with a subsequent cover-in.It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.
Some positions may require additional credentials or a background check to verify your identity.
Salary : $4,000