Position Information

NY HELPNo

AgencyHomeland Security and Emergency Services, Division of

TitleContract Management Specialist 2

Occupational CategoryOther Professional Careers

Salary Grade23

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

Salary RangeFrom $86681 to $109650 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 5%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Albany

Street Address 1220 Washington Ave.,

Bldg. 7A

City Albany

StateNY

Zip Code12226

Job Specifics

Duties Description The incumbent of this position will report to the Accounts Payable Unit within the Office of Administration and Finance. Under the direction of the Fiscal Operations Director, the Contract Management Specialist 2 will be tasked with overseeing accounts payable operations for DHSES.

Duties include but are not limited to the following:

• Supervise the accounts payable team, ensuring all agency invoices are paid in a timely manner and in compliance with work procedures, policies, applicable laws, rules, and regulations.

• Liaise with program staff and other units, ensure that each invoice has the appropriate approvals to pay and requisite coding.

• Interact with vendors and other agencies to resolve discrepancies and obtain missing information relating to one-time invoices as well as recurring bills.

• Troubleshoot problems with invoices related to purchase orders and liaise with internal and external stakeholders to rectify these issues.

• Maintain and expand knowledge of the Statewide Financial System (SFS). Experience with Accounts Payable, eSettlements, and Purchasing modules is preferred.

• Preferred working knowledge of New York State Purchasing and Contracts and how to apply invoices against them.

• Develop and maintain reports on invoices, aging, accrued interest, and other accounts payable issues.

• Develop and maintain internal controls over payments, receiving, and reconciliations.

• Maintain records of appropriateness to pay utilizing spreadsheets, files, and email.

• As needed, process vouchers in SFS and apply them against purchase orders, contracts, or directly against cost centers.

• Potentially maintain a purchasing card, utilizing it for recurring bills and other charges as needed. Ensure all charges are reconciled in an accurate and timely manner.

• As needed, research invoices utilizing resources including the internal DHSES Dashboard, SFS, program staff, and external stakeholders to determine if payment is appropriate.

• Assist program in setting up new services and resulting payment schedules.

• Assist as needed for the Emergency Operations Center during disaster activations.

• Conduct all supervisory duties for subordinate staff such as approve leave and track time and attendance, identify development and performance needs, and performance evaluations.

Minimum Qualifications REASSIGNMENT/TRANSFER

Current New York State Division of Homeland Security and Emergency Services employee with one year or more permanent, contingent-permanent or 55b/c service as a Contract Management Specialist 2 and are interested in reassignment; OR Current New York State employee with one year or more of permanent, contingent-permanent, or 55b/c service in a position for transfer under Section 70.1 or 52.6 as appropriate of the Civil Service Law.

NOTE: This vacancy posting is for the purposes of notifying individuals about transfer opportunities. Employees on the Civil Service eligible list will be considered. If you are on the eligible list and not reachable, you may be eligible for transfer. You are encouraged to access GOT-IT on the Career Mobility website (careermobilityoffice.cs.ny.gov/cmo) to determine transfer eligibility.

Additional Comments NOTE: Support of operations during times of emergency and disaster from State Emergency Operations Center (EOC), state field offices and/or local deployments may be required, which would result in a change and/or increase in working hours, locations and/or duties.

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

The Division of Homeland Security and Emergency Services (DHSES) is an equal opportunity employer.

In accordance with the NYS Human Rights Law, DHSES does not discriminate based upon age, race, creed, color, national origin, sexual orientation, gender identity or expression, religion, military or veteran status, sex, disability (including pregnancy-related conditions), predisposing genetic characteristics, familial status, marital status or status as a victim of domestic violence, or other applicable legally protected characteristics.

DHSES is committed to fostering diversity, inclusion, and accessibility in the workplace and is committed to providing our programs and services without discrimination.

In support of Executive Order 31, all qualified individuals with disabilities are encouraged to apply.

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

How to Apply

Name Human Resources/CB

Telephone 518-486-5700

Fax 518-485-8432

Email Address HRresumes@dhses.ny.gov

Address

Street NYS Division of Homeland Security and Emergency Services, HRM

1220 Washington Ave., Bldg. 7A, 5th Floor

City Albany

State NY

Zip Code 12226

 

Notes on ApplyingPlease submit a resume and cover letter detailing how you meet the minimum qualifications. Indicate the Position Title & Vacancy ID 222169 in the subject line of your application email to HRresumes@dhses.ny.gov.