Review Vacancy
AgencyTeachers' Retirement System
TitleContract Management Specialist 1/Trainee
Occupational CategoryOther Professional Careers
Bargaining UnitCSEA Local 658 (NYS Teachers’ Retirement System)
Salary RangeFrom $66261 to $82752 Annually
Minimum Qualifications Either 1) Reachable on the Civil Service eligible list.; OR 2) Eligible for reassignment by virtue of having permanent competitive service as a Contract Management Specialist 1; OR 3) Eligible for transfer under the provisions of Section 70.1 of the Civil Service Law by virtue of having one year of permanent competitive service in an appropriate title.
Duties Description The Contract Management Specialist Trainee 1 is responsible for, but not limited to, the following duties:
Timely acquisition of commodities, services and technology, which best meet the business goals of the System at the best price.
Ensuring proper procedures are followed for the acquisition of goods and services
Ensuring purchases are made only for items with budget authorization and available funds and charged to the proper department and account.
Providing exceptional customer services to internal stakeholders (timeliness, commitment and proactivity)
Working cooperatively with shared purpose and vision; promote collaboration and a sense of harmony and community.
We serve the best interests of System in our overall procurement practices and act ethically, and with integrity, discretion, honesty and professionalism.
Understanding and responding to our internal and external customers’ business needs and challenges and constantly changing market conditions
Seeking, establishing and maintaining vendor relationships that meet our requirements while providing the best value and/or at the lowest total cost, with minimal risk
Improving processes to facilitate ease of procurement, drive innovation and to reduce transactional costs through continuous streamlining of the procurement processes
Remaining open, competitive and fair in our procurement practices
Conducting all business in accordance with System policies and procedures, and in compliance with all legal and regulatory requirements
Specific Tasks:
· Drafting and negotiating operational and investment (data) information contracts
· Consult with departments on appropriate procurement methods based on the goods or services being procured
· Research centralized state contracts to participate in pre-negotiated pricing
· Research contract issues; assists requesting departments with resolving problems or disputes with vendors and contractors
· Interpret NYSTRS policy, State procurement laws and guidelines
· Draft and administer solicitations, formal and informal
· Create evaluation workbooks; compile bid evaluation scores; follow up with evaluators as necessary; schedule product demos/bidder interviews/presentations
· Conduct loss debriefings for non-awarded vendors
· Create purchase orders for contracts; ensure POs follow NYSTRS policy and public procurement rules
· Use contract workflow system to process contracts
· Create and maintain templates for solicitations, contracts, vendor letters, etc.
· Maintain database of bidders, including MWBEs and SDVOBEs
· Create and maintain supplier records
· Use P-Cards to facilitate timely procurement of low-dollar purchases for the Finance Department and other departments
· Keep up to date with NYS public procurement laws and guidelines, and NYSTRS procurement policies and procedures
· Assist in the revision and update of procurement policies and procedures
· Ad hoc reporting and projects
Additional Comments POSITION SUMMARY-
All applications to NYSTRS should be done via the https://nystrs.peopleadmin.com/ site. NYSTRS will never ask you to submit private information via email or direct you to submit private information to another site as part of our recruitment process.
These positions are eligible for a 60% remote/40% in-office flexible work option as outlined in NYSTRS’ Flexible Work Pilot Program.
Under the direction of the Contract Management Specialist 2, the Contract Management Specialist 1/Trainee will assist in procuring goods and services in accordance with NYSTRS policy and NYS procurement law; including reviewing and issuing purchase orders, requests for proposals/quotes/bids, and negotiating contracts. The position involves communication both orally and in writing with vendors, other purchasing staff, budget and legal departments, program administrators, other NYSTRS personnel and outside vendors and their legal representatives.
PREFERRED QUALIFICATIONS-
· Working knowledge of purchasing procedures as established by NYSTRS and associated state purchasing, including the centralized procurement through the NYS Office of General Services
· Familiarity/working knowledge of the appropriate sections of applicable NYS laws governing purchases
· Working knowledge of purchasing procedures including methods of bidding, preparation and application of specifications, contacts with vendors and award of procurement contracts
· Ability to analyze and evaluate the relative merits of competitive commodities and services
· Ability to apply appropriate procedures and regulations to purchasing activities
· Ability to express ideas clearly and effectively both orally and in writing
· Ability to establish and maintain effective working relationships with coworkers, vendors, legal representatives and work across departmental lines
· Experience with Microsoft Word and Excel
· Knowledge of PeopleSoft
· Excellent organizational skills
· Experience negotiating contracts
Some positions may require additional credentials or a background check to verify your identity.