Position Information

NY HELPYes

AgencyGeneral Services, Office of

TitleContract Management Specialist 1(NY HELPS) - VID 202047

Occupational CategoryOther Professional Careers

Salary GradeNS

Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)

Salary RangeFrom $53764 to $85138 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Non-competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Albany

Street Address Empire State Plaza

City Albany

StateNY

Zip Code12242

Job Specifics

Duties Description The primary function of a Contract Management Specialist 1 is to serve as a member of a Vendor Responsibility team, ensuring timely processing of documents, communication with vendors, and accurate recordkeeping.

• Maintain vendor responsibility case files, databases, and document logs.
• Track status of active Vendor Responsibility reviews and ensure timely follow-up with vendors or staff.
• Review submissions for completeness and flag missing or inconsistent documentation.
• Prepare standard communications, reminder notices, and file requests.
• Assist with generating reports on Vendor Responsibility workload and performance metrics.
• Provide logistical support for vendor communications and review meetings.
• Coordinate with Procurement Operations teams to ensure alignment with contract timelines.
• Perform research/analysis and write/compile documentation as assigned by senior managers.
• Respond to questions, as required, from various OGS programs as well the Office of the Attorney General, the Office of the State Comptroller, other state agencies, vendors, and the public.
• Communicate with vendors, contractors, subcontractors, and other state agencies regarding solicitation/award documents, vendor responsibility requirements, informational needs, and status updates.
• Review, monitor, and track assigned workload by using internal databases, project management tools, and SharePoint records.
• Efficiently utilize program databases, applications, and Microsoft Office Suite.
• Interact with customers and colleagues in a courteous and professional manner.
• Perform other duties and special projects as required.

Preferred Qualifications:
• 1–2 years of administrative or compliance experience in a government or legal setting.
• Familiarity with VendRep, Excel, and PDF document management tools.
• Strong attention to detail and confidentiality.
• Ability to manage priorities in a deadline-driven environment.

Notes:
*There is no examination required for appointment to a NY HELPS position. Candidates hired via NY HELPS will be appointed on a permanent non-competitive basis and will begin a probationary period.

At a future date (within one year of permanent appointment), it is expected that NY HELPS employees will have their non-competitive employment status converted to competitive status, without having to take an exam. Employees will then be afforded with all 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.

Minimum Qualifications NOTE: IN ORDER TO AWARD THE PROPER CREDIT FOR WORK EXPERIENCE, RESUMES MUST INCLUDE MONTH AND YEAR FOR START AND END DATES. IF ANY OF THIS EXPERIENCE IS LESS THAN FULL TIME YOU MUST INDICATE THE AVERAGE NUMBER OF HOURS WORKED PER WEEK.

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS)* and applicants must meet the following minimum qualifications to be considered for this position:

This title includes a traineeship opportunity, and applicants will be appointed to the appropriate level** based on their experience and education.

Required experience:
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 will substitute for one year of required experience.

**Contract Management Specialist level requirements:
• Contract Management Specialist Trainee 1 (equated to SG-14): Four years of experience.
• Contract Management Specialist Trainee 2 (equated to SG-16): Five years of experience.
• Contract Management Specialist 1, SG-18: Six years of experience.

Substitutions: 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.

OR

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.

*70.4 Transfer: Candidates must have one year or more of qualifying permanent service at the Grade 11 or above AND possession of a bachelor’s degree; AND standing on the Professional Careers Opportunities (PCO) or Public Administration Traineeship Transition (PATT) eligible lists.

PCO Candidates: Individuals with a score of 100 or above on the Professional Career Opportunities (PCO) eligible list are encouraged to apply.

Successful completion of a two-year traineeship leads to appointment as a Contract Management Specialist 1, SG-18.

Additional Comments The Office of General Services (OGS) is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage applicants from all communities to apply.

For a full version of OGS’s EEO/AA statement and benefits joining Team #OneOGS, please visit http://www.ogs.ny.gov/employment.

NOTE ON TELECOMMUTING: Employees are required to apply and obtain approval through management to telecommute according to the agency’s Telecommuting Program Guidelines.

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

How to Apply

Name Human Resources/SP

Telephone 518-473-5282

Fax 518-486-1631

Email Address HRresumes@ogs.ny.gov

Address

Street NYS Office of General Services, HRM

31st Floor Corning Tower, Empire State Plaza

City Albany

State NY

Zip Code 12242

 

Notes on ApplyingPlease submit a resume and cover letter to HRresumes@ogs.ny.gov detailing how you meet the minimum qualifications along with the month/year and, if less than full time, the average hours worked per week for each position listed. Indicate the Position Title & Vacancy ID number of each position you are applying to.