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Review Vacancy

Date Posted 02/23/24

Applications Due03/15/24

Vacancy ID151977


AgencyParks, Recreation & Historic Preservation, Office of

TitleContract Management Specialist Trainee 1 (Grants Unit-3 positions) NY HELPS

Occupational CategoryAdministrative or General Management

Salary GradeNS

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

Salary RangeFrom $47925 to $80248 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5


From 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Albany

Street Address 625 Broadway

City Albany


Zip Code12238

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

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 degree or higher.

Advanced placement to the trainee 2 or SG-18 level may be possible depending on education and experience and subject to agency approval.

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.

Duties Description The Contract Management Specialist 1 (CMS 1) positions are located in the Grants Bureau in the Albany Office for NYS Parks, Recreation and Historic Preservation. The CMS 1 reports to a Contract Management Specialist 2 (CMS 2) who supervises and manages staff within the Albany and Regional Grants Team.
The Contract Management Specialist 1 (CMS1) is responsible for administrative activities associated with the review, approval, and management of comprehensive grants-in-aid programs for local government jurisdiction and community-based organizations that are interested in or apply for and receive grant monies from State agencies. Grant monies come from a variety of sources including state and federal funds, bond acts and legislative initiatives.
Under the general supervision of the Contract Management Specialist 2 and Grants Director, nominee acts independently as the liaison with multiple Regional Grants Administrators (RGAs) to coordinate and manage the grants-in-aid programs within the regions. Illustrative duties include, but are not limited to:

• Interpreting statutes, rules and regulations for grant programs.
• Collaborating with regional staff and Albany staff to develop bureau processes, procedures, documents and materials, including requests for proposals, guidelines and applications.
• Attending conferences and informational meetings across the State to make formal presentations and answer technical questions; disseminating information in writing, through presentation, and through meetings and workshops to the public, as well as other agency and regional personnel and state and municipal government agencies concerning grant programs criteria, eligibility, availability, specific applications and current projects.
• Acting as liaison between the regional staff and other State agencies and units within the Agency, as needed, to implement State policies and procedures and facilitate project completion.
• Reviewing and evaluating project applications against the specific grant program criteria and specifications, and identifying priority projects for consideration.
• Following the awarding of grants, providing technical assistance in the review and processing of grant documentation received from the regions, including contract budgets, appraisals, deeds, surveys and other legal documents, property restrictions, amendments and vouchers, among other requirements.
• Following contract negotiation and approval, monitoring project progress including amendment requests and approvals, payment requests and disbursements, close-out and post-completion requirements; ensuring compliance with program requirements and contract terms, applicable statutes, rules, regulations, guidelines, procedures, and various agency, state and federal laws; preparing financial reports.
• Following close-out, record and file management of grant projects.

• Acting as liaison between regional staff and other State agencies and units within the Agency, as needed, to develop and implement Records Retention policies and procedures.
• As directed, may act as Regional Grants Administrator for particular grants programs.
• Supervising subordinate staff

Additional Comments OPERATIONAL NEEDS
- Ability to manage changing priorities in a fast-paced office environment
- Strong organizational skills
- Attention to detail
- Excellent communication skills
- High proficiency with Microsoft Outlook, Word, and Excel, Access, Adobe Pro,
Internet (Internal Explorer/Microsoft Edge and/or Google Chrome
- Strong knowledge of professional correspondence formatting
- Ability to proofread and edit all correspondence prepared for signature
- Desire to contribute to a team-oriented workplace
- Desire to learn new computer skills and ability to adapt to new technology
- Candidate must be able to work a standard Monday to Friday schedule, e.g.,
8 AM to 4 PM or 9 AM to 5 PM with opportunity for remote schedule up to 50%.
- Candidate must be able to travel if needed
- Must possess and maintain a valid driver’s license that allows the candidate to legally operate a motor vehicle in New York State as a term and condition of employment.

*For the duration of the NY HELPS Program, this title maybe 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 this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.

At a future date (within one year of permanent appointment), 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 a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

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

Name Lynne Harting

Telephone 518-474-0453


Email Address


Street 625 Broadway

City Albany

State NY

Zip Code 12239


Notes on ApplyingPlease include CMS Grants in the subject line of your email.

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