Contract Management Specialist 1/Trainee 1/2 (NY HELPS) - Vacancy ID#

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 may be 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 this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.

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.

NON-COMPETITIVE MINIMUM QUALIFICATIONS :

Trainee 1 :

A bachelor's or higher degree.

Trainee 2 :

• A bachelor's degree and one year of 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.

Full Level :

• A bachelor's degree and two years of 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.

MINIMUM QUALIFICATIONS SUBSTITUTION :

A Juris Doctor, master's or higher degree in a related field can substitute for one year of specialized experience for the trainee 2 and or the full level.

COMPETITIVE MINIMUM QUALIFICATIONS :

Permanent service in this title or one year of permanent competitive or 55-b / c service in a title SG-11 or higher and otherwise eligible for transfer under Civil Service Law.

For transfers, a list of approved titles is available through Civil Service GOT-IT at The GOT-IT site will inform you if your title requires special qualifications for 52.

6 or 70.1 transfer as detailed above.

55 B / C QUALIFICATIONS :

Individuals certified eligible for the 55 B / C program under the Governor's Program to Hire Persons / Veterans with Disabilities pursuant to Section 55 B / C of the Civil Service Law will also be considered.

To be considered, you must provide a copy of your letter of eligibility with your response.

Trainee 1 :

You must meet the open competitive qualifications from the most recent examination announcement. The open competitive minimum qualifications are : A bachelor's or higher degree.

Trainee 2 :

• The open competitive qualifications are : A bachelor's or higher degree AND one year of 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.

Full Level :

• The open competitive minimum qualifications are : A bachelor's or higher degree AND two years of 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.

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.

PREFERRED QUALIFICATIONS :

• Experience with databases or software systems, preferably related to fiscal accounting or finance.
• Education in a related field including, but not limited to, business administration, finance, management, economics, or accounting.
• Experience in a professional setting, preferably related to finance or fiscal transaction processing.

Reassignment Qualifications - Do Not Include

Duties Description Note - There are multiple positions available within the Contract Administration Unit, with different sets of job duties as described below.

Contract Administration Unit :

The Contract Management Specialist 1 (CMS 1) in the Bureau of Fiscal Management will oversee contract transaction review and processing in support of grant programs and various contracts, to implement revenue generating programs and a variety of vendor contracts.

The CMS 1 will work across agency programs to provide support and review complex, high value transactions. The duties will include but not be limited to the following :

• Supervise clerical staff in the review, tracking and processing of contract related transactions.
• Receive, review and process contract related vouchers for programs.
• Receive and conduct level 1 review of vouchers for programs using the centralized voucher process.
• Communicate with program staff regarding need for documentation and clarifications required to approve vouchers.
• Process miscellaneous service contracts and associated payments.
• Report transaction statistics monthly.
• Communicate with CAU Unit Manager regarding transaction and funding issues.
• Work with appropriate Fiscal staff to identify and request funding for contracts.
• Work with control agency staff to address issues.
• Process all transactions in the Statewide Financial System (SFS).
• Other duties as assigned.

Contract Administration Unit :

• The Contract Management Specialist 1 (CMS) will oversee the participation of minority, women-owned business (MWBE), and service-disable veteran-owned businesses (SDVOB) in receiving contracts from publicly-funded programs;
• encourages and recruits eligible businesses to apply for public contracts and business opportunities; provides guidance and assistance to eligible businesses seeking opportunities for commerce in the public sector;

and monitors the compliance of publicly-funded projects with mandates requiring the participation of minority, women and service-disabled veteran owned businesses.

The duties will include but not be limited to the following :

• Reviewing new procurements and contracts prior to the execution to set MWBE and SDVOB goals.
• Preparing quarterly MWBE and SDVOB reporting.
• Ensuring full use of the New York State Contract System by agency staff and grantees including utilization reporting.
• Reviewing and approving utilization plans submitted by grantees and vendors.
• Reviewing and processing waiver requests and in -year exclusions.
• Assisting grantees and vendors in finding eligible MWBE and SDVOB subcontractors.
• Participating in and / or attending training for MWBEs and SDVOBs.
• Meeting with program staff to review system requirements and related reporting duties and addressing problems associated with gathering compliance data as well as generating reports.
• Maintaining contract records in the New York State Contract System
• Providing support and assistance to agency staff and grantees with use of New your State Contract System.
• Engaging program areas and grantees / vendors to ensure their understanding of compliance system requirements.

Additional Comments The Department of State is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and / or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.

We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to [email protected].

NOTE ON TELECOMMUTING : The Department of State employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with The Department of State Telecommuting Program Guidelines.

Some positions may require additional credentials or a background check to verify your identity.

Name Deirdre Kelly

Telephone 518 474-2752

Fax 518 402-3656

Email Address [email protected]

Address

Street One Commerce Plaza, suite 1150

99 Washington Ave

City Albany

State NY

Zip Code 12231

Notes on Applying If you are interested and meet the minimum qualifications above, email your cover letter, resume, and New York State Part 1 Application () to HRM.

[email protected]. Please include Title, Location and Vacancy ID # you are applying for in the subject line of your email.