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Contract Management Specialist

2 months ago

Albany, New York, United States New York State Civil Service Full time
Job Summary

We are seeking a highly skilled Contract Management Specialist to join our team at the New York State Civil Service. As a key member of our procurement team, you will be responsible for managing contracts and related budgets, including negotiation with contractors and vendors, fiscal management, and contract development.

Key Responsibilities
  • Prepare and place legal advertisements for bid solicitations and other procurements.
  • Oversee the sale and/or distribution of construction plans and specifications to prospective bidders and other interested parties.
  • Conduct and/or participate in public bid openings.
  • Conduct and/or participate in the selection of professional consulting firms, including those providing architectural, engineering, surveying, construction management, construction inspection, materials testing, and related services.
  • Prepare procurement documents such as requests for proposals (RFPs), requests for information (RFIs), invitations for bids (IFBs), etc.
  • Review, audit, and approve vendor payment submissions for construction, emergency, and consultant contracts.
  • Prepare vendor responsibility review checklists, vendor profiles, and other documents to record review information, statuses, and outcomes.
  • Conduct vendor responsibility reviews of prime contractors and consultants, subcontractors, and subconsultants.
  • Assist in the management/development of professional services contracts.
  • Perform research, analysis, documentation as assigned by senior managers.
  • Respond to questions, as required, from other D&C personnel, OGS Legal Services, OGS Finance, the NYS Office of the Attorney General, the NYS Office of the State Comptroller, other state agencies, vendors, and the public.
  • Communicate with prime contractors, subcontractors, OGS field and headquarters staff, and other state agencies regarding vendor responsibility requirements, informational needs, and status updates.
  • Follow up on outstanding audits and non-conformance reports for ISO-related matters.
  • Assist in responding to construction claims and litigation items.
  • Create and process consultant, construction, and emergency contracts, contract supplements, and change orders.
  • Coordinate pre-construction services.
  • Review wage rate worksheets.
  • Process subcontractor waivers.
  • Initiate change orders to increase the value of contracts.
  • Communicate with client agencies for funding of contract work orders.
  • Track the usage of contracts and the need to supplement.
  • Perform contract closeout procedures.
  • Initiate and process contract and task employee work orders.
  • Process all contract requirements for emergency projects.
  • Process the required permitting paperwork.
  • Prepare and review subcontractor and supplier authorization letters.
  • Track subcontractor approvals in DCNet.
  • Maintain Emergency RedKit.
Requirements

To be considered for this position, you must have 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. Master's and higher-level degrees may substitute for one year of required experience.

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.