Contract Management Specialist 1

Duties Description
Duties Description
Responsibilities
The incumbent(s) will be assigned responsibilities within the Office of Contract Management Purchasing Unit which may include supervision and training of administrative and/or clerical staff. Duties may include, but are not limited to:

• Become proficient with the Statewide Financial System (SFS) as it relates to procurement contracts and purchase order processing.
• Buyer Review of General Purchase Requisitions as a PO Processor in SFS for completeness and consistency with internal/external requirements of State Finance Law (162/163).
• Buyer Review of Contract Requisitions to prepare, recommend, process, and document informal purchases and formal competitive bidding via Request for Quotation (RFQ) or Invitation for Bid (IFB) solicitations, and/or Sole/Single Source procurements.
• Become familiar with OGS centralized contracts and related procurement processes for sourcing of procurements.
• Provide guidance, technical assistance and training to agency staff and/or potential bidder(s) to facilitate the contract and procurement processes, ensuring all control requirements are met.
• Provide guidance, technical assistance, and training to agency staff and/or the business community.
• Work with control agencies to secure approval of procurements as required.
• DOT buyer support and training for Good Faith Effort (GFE) Review and procurement record-keeping requirements.
• Increased discretionary threshold procurement analysis and transaction processing via Targeted Request for Quotations (RFQ).
• SDVOB set-aside procurement analysis and transaction processing via Targeted RFQ or Invitation for Bids (IFB).
• Assist with responses to general emailbox inquiries from DOT program areas, BSC, and vendors.
• Miscellaneous special projects as assigned.

Selected individual may be assigned to contractual acquisitions of equipment, supplies and materials, services, or occasionally to revenue contracts, and must maintain a current knowledge of requirements for procurement contracts, market trends and economic factors that might influence decisions, and facilitate tailoring of contractual provisions accordingly.

Responsibilities may include serving a role within the Incident Command System to support the department's response to regional and statewide emergency situations.

Minimum Qualifications
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).*

Contract Management Specialist Trainee 1
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:

A bachelor's or higher degree.

Contract Management Specialist Trainee 2
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.

A Juris Doctor, master's or higher degree in a related field can substitute for one year of specialized experience.

Contract Management Specialist 1
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.

If chosen, you may, at the agency's discretion, be appointed to a higher level. You must inform the agency of any additional qualifications at your interview.

Candidates may also be qualified for permanent competitive appointment if reachable from the appropriate Civil Service eligible list or eligible for reassignment or transfer in accordance with Civil Service Law.

Candidates must meet minimum qualifications for traineeship and possess strong organizational and interpersonal skills. Attention to detail, as well as the ability to handle multiple projects and priorities, and ensure deadlines are met are essential, as are the ability to communicate with suppliers, the public, and all levels of Agency staff and control Agencies with tact and diplomacy.

Work experience in a public procurement setting is preferred. Proficiency in MS Excel as well as the Statewide Financial System (SFS) is preferred.

Additional Comments
Applicants must be currently authorized to work in the United States on a full-time basis.

• 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 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 an NY HELPS title, employees may take part in any promotion examination for which they are qualified.

If you are on the Professional Career Opportunities (PCO) eligible list, please state that along with your score in your cover letter.

Your required educational credentials must have been awarded by an educational institution accredited by a regional, national, or specialized agency recognized as an accrediting agency by the United States (U.S.) Department of Education/Secretary of Education. If awarded by an institution outside of the U.S. and its territories, you must provide independent verification of equivalency. A list of companies that provide these services (fees must be paid to the company you choose) can be found at:

The salary range listed reflects the full range for this graded position. For new State employees appointed into graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.

The New York State Department of Transportation is an equal opportunity/affirmative action employer. Women, minority group members, disabled persons and Veterans are encouraged to apply. Upon request, reasonable accommodations will be provided for the disabled.

In compliance with Public Law 99-603, candidates selected for appointment must provide an original document to prove their citizenship and/or legal right to work in the United States.