Contract Management Specialist or Trainee or ; NY HELPS

Duties Description

Reporting to a Contract Management Specialist 2, G-23, the Contract Management Specialist 1/Trainee 1 (CMS
1) will be an entry level role in ongoing procurements and contract transactions. Initially the CMS 1 will be expected to learn New York State procurement laws, regulations, policies and best practices to assist in conducting Request for Proposals (RFPs) and other procurements. Daily utilization of the Statewide Financial System (SFS), to facilitate contract administration, will be required. Ongoing education in how to best use SFS is a must.

Duties may include, but are not limited to, the following activities:

• Ensure that all grant procurements (RFPs, Single and Sole Source for Not-For-Profit entities) support OTDA’s mission and conform to OTDA policies, State Finance Law and OGS procurement guidelines;
• Use SFS to review bids, develop contracts and amendments, create the contract package tool, pre-qualify vendor document vaults, and other contract related activities; initiative must be taken to contact the SFS Help Desk as needed.
• Coordinate the contract approval process;
• Work with State control agencies to obtain approval of procurements and contracts;
• Maximize Minority and Women Owned Business Enterprises (MWBE) and Service-Disabled Veteran Owned Businesses (SDVOB) participation in contracts;
• Assist with education of program areas;
• Monitor contracts and RFPs to ensure compliance with MWBE goals;
• Monitor and review contract payments;
• Review contract vouchers to ensure that all contract work submitted for payment is compliant with the contract terms and work with staff in Program, as well as Finance and Budget to resolve payment issues;
• Review approved spending plans.

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, candidates may be hired via a non-competitive appointment if they meet the below NY HELPS minimum qualifications.

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 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.

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.

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.

An associate degree may substitute for two years of experience; a bachelor’s…