Contract Management Specialist 1/Trainee-220324

Duties Description The duties of this position will include, but are not limited to, the following:

• Assisting with coordinating the solicitation, evaluation and awarding of grants through a variety of procurement methods, such as RFAs, IFBs, Sole/Single Source procurements etc.;
• Following up on proposed contracts throughout the approval process with internal reviewers and external approval agencies;
• Assisting with developing and updating contract materials, reports and instructions, and policies and procedures for use by grant-funded programs;
• Reviewing budget modifications and contract amendments to determine the impact on the contract and to ensure continued compliance with applicable regulations;
• Monitoring the voucher payment process for assigned contracts;
• Overseeing the review and approval of all grant-funded programs’ contract quarterly performance reports;
• Examining quarterly expenses for compliance with federal and state requirements;
• Approving program transactions including vouchers for payment, subcontracts, leases, equipment purchases and dispositions, and travel requests;
• Planning and conducting site visits of grant-funded programs to ensure compliance with contract requirements and federal and state guidelines;
• Assisting Victim Assistance Programs in identifying allowable services/expenses under federal Victims of Crime Act (VOCA) guidelines;
• Assisting Victim Assistance programs in helping victims of crime;
• Drafting reports, analyses and correspondence as required for federal, state, agency, and departmental purposes; and
• Working closely with other agency departments, federal and state agencies, and grant-funded programs to effectively accomplish the responsibilities of the position.
  

Minimum Qualifications NON-COMPETITIVE MINIMUM QUALIFICATIONS:

Contract Management Specialist Trainee 1: 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. 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. All candidates that have taken and passed the most recent Professional Career Opportunities (PCO) exam are encouraged to apply. Advanced placement to the trainee 2 or journey level may be possible depending on education and experience.

• 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.

NY HELPS: 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 maybe 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 a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

COMPETITIVE MINIMUM QUALIFICATIONS:

Contract Management Specialist 1, SG-18: Reachable on the current PCO Select eligible list; OR Permanent service in this title or one year of permanent competitive or 55-b/c service in a title SG-16 or higher and otherwise eligible for transfer under Civil Service Law.

Contract Management Specialist Trainee: Reachable on the current PATT or PCO eligible list; OR one year of permanent service in a title allocated to G-11 or higher and otherwise eligible for transfer under Civil Service Law.

Candidates appointed at the Trainee 1 level will need to successfully complete a two-year traineeship before advancing to the Contract Management Specialist 1, SG-18 level.