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Review Vacancy

Date Posted 02/27/24

Applications Due03/13/24

Vacancy ID152271


AgencyGeneral Services, Office of

TitleContract Management Specialist 1 (NY HELPS) VID 152271

Occupational CategoryOther Professional Careers

Salary Grade18

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

Salary RangeFrom $47925 to $80248 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Non-competitive Class

Travel Percentage 20%

Workweek Mon-Fri

Hours Per Week 37.5


From 7:30 AM

To 3:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Onondaga

Street Address 333 East Washington Street

City Syracuse


Zip Code13202

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: professional 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-13): bachelor or higher degree.
• Contract Management Specialist Trainee 2 (equated to SG-14): bachelor or higher degree and one year of required experience.
• Contract Management Specialist 1, SG-18: bachelor or higher degree and two years of required experience.

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 or 70.1 of the Civil Service Law.

Duties Description • Utilize the Design and Construction Network (DC Net) to establish and encumber contracts, process transactions and access reports.
• Assist the Engineers in charge with project documenting and filing – to include tracking and processing of project submittals, RFI’s and IB’s, field and change orders, action items. Conformance to construction management plans, processing and distributing meeting minutes, project milestones and closeout, security background checks and gate pass information.
• Establish and maintain contract document logs including (DC Net database, Submittal Exchange, v: drive, and office files).
• Update and maintain project record documents, including all document revisions (RFI’s, IB’s, and Orders on Contract).
• Prepare, record, compile, distribute project meeting notices/meeting minutes for Engineers-In-Charge – including but not limited to: Pre-Bid Site Visits, Pre-Construction Meetings, Pre-Award Meetings, Initial Job Meetings, and Bi-Weekly Meetings.
• Monitor and maintain the Schedule of Submittals (Submittal Exchange) and follow up with contractors and designers on overdue/outstanding items.
• Review construction management plans and establish a project specific inspection documentation binder with a tracking checklist to be utilized by the project team.
• Obtain and organized hard copies of approved project submittals to be turned over to Clients at project completion.
• Organize and file Field Inspection Reports in the field office files and v: drive folder.
• Maintain and update office project files – ensuring uniformity between all project filing systems (DC Net, Submittal Exchange, v: drive, and hard field office files).
• Assist with monitoring and updating project milestones on DC Net.

Additional Comments *There is no examination required for appointment to a NY HELPS position. Candidates hired before May 2024 will be appointed on a temporary basis. In May 2024, satisfactory employees will receive permanent, non-competitive appointments 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.

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

Name Human Resources/AJ

Telephone 518-473-5282

Fax 518-486-1631

Email 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 detailing how you meet the minimum qualifications. Indicate the Position Title & Vacancy ID number of each position you are applying to.

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