Position Information

NY HELPYes

AgencyAging, Office for the

TitleContract Management Specialist 1 (NY HELPS) - VID 211081

Occupational CategoryOther Professional Careers

Salary Grade18

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 5%

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 2 Empire State Plaza - 3rd Floor

City Albany

StateNY

Zip Code12223

Job Specifics

Duties Description The selected candidate will be responsible for the grant/contract administration activities pertaining to various agency programs including, but not limited to: Social Adult Day Services, Respite Services, Long Term Care Ombudsman Program, Independent Living Centers, Legislative Member Items, Grants-in-Aid, Naturally Occurring Retirement Community Programs (NORCs), Retired and Senior Volunteer Program, and Foster Grandparent Program.

Specific duties may include, but are not limited to:
• Review, evaluate and obtain approval of contracts and purchase orders for various state and federal programs.
• Complete the review and approval of budget modifications, extensions, and other contract modifications.
• Monitor and evaluate contractor adherence to various funding requirements. Provide technical assistance to contractors/grantees in necessary areas.
• Function as an agency prequalification specialist: review and approve required information and documentation submitted by non-profit organizations looking to prequalify in the NYS Grants Gateway to contract with New York State.
• Review vendor responsibility questionnaires and follow up on relevant findings in order to make Vendor Responsibility determinations as required by the Office of the State Comptroller as part of the contract approval process.
• Work closely with Assistant M/WBE Specialist to ensure all assigned contracts meet the current agency/state M/WBE utilization goal of 30%. Have primary responsibility for ensuring that M/WBE goals for assigned contracts are met.
• Train and advise grantees on requirements of programs and related contracting issues. Provide technical assistance in preparation of funding applications and related documents, vouchering procedures, and appropriate recordkeeping.
• Supervise the work of subordinates in the performance of their functions (e.g., payment of claims, follow-up activities to ensure timely closeout of contracts and reconciliation of accounts). Perform all related supervisory duties, including approving timesheets and work schedules, managing and prioritizing workloads and completing performance evaluations or probation reports.
• Work with program and other agency staff on an ongoing basis to jointly discuss and resolve problems or issues with the administration of contracts.
• Perform other related duties including preparation of ad hoc reports, participation in intra-agency work committees and development and implementation of new programs and related policies and procedures. May participate in development and/or review of Requests for Applications (RFA’s).
• Perform other appropriate duties as assigned.

Minimum Qualifications 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:
Six 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; and monitoring and review of contract terms.

**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 and eligible for transfer under Section 70.1, 70.4 or 52.6 of the Civil Service Law.

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

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.

Additional Comments • Travel may be required (approximately 5%), including during evening and weekends, depending on mission and assignment.
• Possession and maintenance of a valid Driver’s License issued by the NYS Department of Motor Vehicle is required, or otherwise demonstrate the capacity to meet the transportation needs of the job.

*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.

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

The NYS Office for the Aging 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.

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

How to Apply

Name Human Resources/AS

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.