Review Vacancy
AgencyChildren & Family Services, Office of
TitleContract Management Specialist 1/ Trainee 1/2 (NY HELPS)
Occupational CategoryAdministrative or General Management
Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)
Salary RangeFrom $53764 to $85138 Annually
Appointment Type Contingent Permanent
Duties Description This role within the Bureau of Contract Management Procurement Unit is essential for the efficient and compliant administration of procurement and contracting activities for OCFS. Duties are as follows:
• Assist in the full lifecycle management of procurement transactions, including review, coordination, development, publishing, evaluation, and award.
• Coordinate diverse procurement types such as Requests for Proposals (RFPs), Requests for Applications (RFAs), Invitations for Bids (IFBs) and other grants or agency service procurements.
• Develop and process single and sole-source Contract Reporter Exemption Requests (CRERs).
• Develop and negotiate procurements/contracts for successful approval and execution.
• Assemble, review, and process procurement records and amendments in coordination with other staff.
• Ensure procurement and contract documents comply with Office of the State Comptroller (OSC) requirements.
• Monitor adherence to state guidelines, including State Finance Law (SFL), OSC Guide to Financial Operations (GFO), and the Procurement Council Guidelines.
• Maintain organized contract and procurement files, including managing shared mailboxes.
• Effectively utilize systems such as OCFS Contract Management System (CMS), NYS Contract Reporter, NYS Statewide Financial System (SFS), OSC Electronic Document Submission System (EDSS), and other relevant platforms.
• Serve as a liaison between program staff, legal teams, contract managers, OSC, and external stakeholders.
• Communicate timely, effectively, and professionally with supervisors, coworkers, staff, vendors, and the public.
• Maintain clear and timely communication with your supervisor regarding procurement/contract status, workload, and availability.
• Monitor and update tracking systems, timelines, reports, and contract schedules.
• Assist in creating and editing checklists, guidance documents, and job aids.
• Demonstrate understanding and support of Agency organizational goals.
• Independently manage your work schedule for time and quality compliance.
• Other duties may be assigned.
• All necessary training will be provided.
Minimum Qualifications Transfer: One year of permanent competitive or 55b/c service in this title or in a title eligible for 70.1 or 52.6 transfer.
Open to the Public: 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, candidates must meet the non-competitive minimum qualifications for this position, which are:
Contract Management Specialist Trainee 1 (Equated to SG-14): Four 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; monitoring and review of contract terms. OR 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.
Contract Management Specialist Trainee 2 (Equated to SG-16): Five 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; monitoring and review of contract terms. OR 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.
Contract Management Specialist 1 (SG-18): 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; monitoring and review of contract terms. OR 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.
This position may be designated 55 b/c and is subject to verification of applicant eligibility.
Additional Comments This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). For the duration of the NY HELPS Program, this title may be 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 a future date, 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.
Please specify in your cover letter and/or resume how you meet the minimum qualifications (as described above) when responding to this posting. For example, you should provide specific date ranges for qualifying experience, qualifying education or certifications, or the age range of individuals served. Non-specific submissions may be disqualified from further consideration if the information you provide does not meet the minimum qualifications.
The salary range listed reflects the full range for this graded position, factoring in annual performance advances based on satisfactory annual performance reviews. Candidates with no current State service will begin at the hiring rate (starting rate of the salary range listed below. Salary is nonnegotiable.
Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations, and negotiated union contracts.
The position may be filled at the Contract Management Specialist Trainee 1 equated to SG-14 ($53,764), Contract Management Specialist Trainee 2 equated to SG-16 ($59,994), or full performance Contract Management Specialist 1 SG-18 ($66,951) based on the candidate’s education, experience, and previous state service.
Telecommuting may be discussed as part of the interview process.
Background Investigation Requirements:
1) All prospective employees will be investigated through a Criminal Background Check (CBC), which includes State and federal Criminal History Record Checks. All convictions must be reported; conviction of a felony or misdemeanor, or any falsified or omitted information on the prospective appointee’s employment application, may bar appointment or result in removal after appointment. Each case will be determined on its own merits, consistent with the applicable provisions of State and federal laws, rules, and regulations. Prospective employees will be fingerprinted in order to obtain a record of their criminal history information and may be required to pay any necessary fees.
2) All prospective employees will be screened against the Statewide Central Register of Child Abuse and Maltreatment (SCR). Prospective employees will be required to pay any necessary fees.
3) For Division of Juvenile Justice and Opportunities for Youth (DJJOY) prospective appointees will be checked against the Staff Exclusion List (SEL) maintained by the Justice Center for the Protection of People with Special Needs. Prospective employees whose names appear on the SEL as having been found responsible for serious or repeated acts of abuse or neglect will be barred from appointment and may have their names removed from the eligible list(s) for the title(s) if applicable.
The Office of Children and Family Services (OCFS) is an equal opportunity employer. OCFS 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. We devote special attention to dismantling racial injustice and recognize that diversity in our workforce is critical to fulfilling our mission. We are committed to the diversity of our staff and encourage applicants from marginalized communities to apply. In furtherance of Executive Order 31 and OCFS’s mission to have a diverse workforce, all people with disabilities are encouraged to apply. All applicants must be dedicated to working in and sustaining an environment of inclusion that affirms and celebrates the backgrounds, learned, and lived expertise, whole identities, and individual perspectives of our staff. Applicants of all backgrounds and experiences are encouraged to self-identify during the application process.
Some positions may require additional credentials or a background check to verify your identity.
Name New York State Office of Children and Family Services
Email Address eoajobpostings@ocfs.ny.gov
Address
Street Bureau of Personnel - NLS
52 Washington Street, 231 North
Notes on ApplyingQualified candidates should e-mail their resume and letter of interest to eoajobpostings@ocfs.ny.gov You MUST include the Vacancy number of the position in the subject line of your email and/or cover letter to ensure receipt of your application. In order to qualify you for the position when you have current or prior New York State employment, you may be contacted by OCFS Personnel for your social security number to confirm your employment history.