Review Vacancy
AgencyCivil Service, Department of
TitleContract Management Specialist 1, or Trainee 1 / Trainee 2
Occupational CategoryFinancial, Accounting, Auditing
Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)
Salary RangeFrom $53764 to $85138 Annually
Appointment Type Contingent Permanent
Duties Description The Office of Financial Administration is responsible for overall agency fiscal management and administering the procurement process. As the Department carries out key initiatives to transform the way services are delivered to partner agencies and to the public, this position will play an important role in ensuring the success of these modernization efforts.
Under the supervision of the Contract Management Specialist 2, the Contract Management Specialist 1, or Trainee 1 / Trainee 2 will coordinate procurement activities within the Department, including working with Program staff in understanding and documenting requirements for assigned procurements and consulting with Counsel’s Office on draft solicitations and contracts. Additional duties will include but are not limited to the following:
• Assist with all aspects of the contractual process, including requests for proposals, invitation for bids, request for quotes, single and sole source procurements, and contract assignments.
• Assist with contract development from the solicitation through evaluations, pre-awards the drafting of resultant contracts, and the monitoring and enforcing of contractual terms.
• Assist with coordinating all procurement activities within the Department, including working with Program staff in understanding and documenting requirements for assigned procurements and consulting with Counsel’s Office on draft solicitations and contracts.
• Work with staff in the Office of the Attorney General to secure contract approval for contract approval and the Office of State Comptroller for CRER’s and contract approvals.
• Create and review procurement materials and other related proposal documents, identify areas of concern, communicate concerns and recommendations to agency staff.
• Coordinate vendor management, such as participating in contract renewal, and vendor meetings pertaining to current or prospective procurements.
• Provide guidance to agency staff on the evaluation and selection process for various procurement methodologies.
Minimum Qualifications NY HELPS
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 an NY HELPS title, employees may take part in any promotion examination for which they are qualified.
NON-COMPETITIVE MINIMUM QUALIFICATIONS (NY HELPS):
Contract Management Specialist Trainee 1: 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.
Contract Management Specialist Trainee 1 Substitution: Associate degree* may substitute for two years of specialized experience; bachelor's degree may substitute for four years of specialized experience.
Contract Management Specialist Trainee 2: 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.
Contract Management Specialist Trainee 2 Substitution: Associate degree* may substitute for two years of specialized experience; bachelor's degree may substitute for four years of specialized experience; master's degree may substitute for five years of specialized experience.
Contract Management Specialist 1: 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.
Contract Management Specialist 1 Substitution: Associate degree* may substitute for two years of specialized experience; bachelor's degree may substitute for four years of specialized experience; master's degree may substitute five years of specialized experience; J.D. may substitute for six years of specialized experience.
REASSIGNMENT QUALIFICATIONS:
Current Department of Civil Service employees with one year of permanent, contingent permanent, or 55 B/C service as a Contract Management Specialist 1, or Trainee 1 / Trainee 2, if less than one year, you must be currently reachable on the Public Administration Traineeship Transition Program (PATT) or Professional Career Opportunities (PCO) eligible lists for the Albany location.
COMPETITIVE QUALIFICATIONS:
You must be reachable on the current eligible list or eligible for transfer.
70.1 TRANSFER QUALIFICATIONS:
One year of permanent, contingent permanent, or 55 B/C service in a title eligible for transfer and determined to be similar by Civil Service.
52.6 TRANSFER QUALIFICATIONS:
One year of permanent, contingent permanent, or 55 B/C service in a title eligible for transfer and determined to be similar by Civil Service.
For transfers, a list of approved titles is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.
SUBSEQUENT 55B/C QUALIFICATIONS:
A subsequent 55 B/C appointment may be considered if you have one year of permanent, contingent-permanent, or 55 B/C service in an eligible position allocated to Grade 8. To be considered, you must provide a copy of your letter of eligibility with your response.
55 B/C QUALIFICATIONS:
Individuals certified eligible for the 55 B/C program under the Governor's Program to Hire Persons/Veterans with Disabilities pursuant to Section 55 B/C of the Civil Service Law will also be considered. To be considered, you must provide a copy of your letter of eligibility with your response.
You must meet the open competitive qualifications from the most recent examination announcement. The open competitive minimum qualifications are as follows:
• For Contract Management Specialist Trainee 1: A bachelor's or higher degree*.
• For Contract Management Specialist Trainee 2: A bachelor’s or higher degree* AND you must also have one year of 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.
• For Contract Management Specialist 1: A bachelor's or higher degree* AND you must also have two years of 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.
*Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was awarded by an educational institution outside the United States and its territories, you must provide independent verification of equivalency. You can write to the Examination Information Desk of the NYS Department of Civil Service for a list of acceptable companies who provide this service. This information can also be found on the Internet at
http://www.cs.ny.gov/jobseeker/degrees.cfm. You must pay the required evaluation fee.
PREFERRED QUALIFICATIONS:
• Knowledge of NYS procurement laws, rules, and regulations
• Experience with developing Request for Proposals (RFPs) or Invitation for Bids (IFBs), Contract development, bidding, and award processes
• Familiarity with the Statewide Financial System (SFS)
• Strong analytical and writing skills for drafting, reviewing, and editing procurement documents
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams)
• Ability to manage multiple projects and meet deadlines in a fast-paced environment
• Strong interpersonal and communication skills for interacting with vendors, agency staff, and control agencies
It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.
Additional Comments #TeamCivilService is growing and is looking for motivated, forward-thinking employees to join our team to build a dynamic workforce. The Department of Civil Service is undertaking several initiatives to transform the way the agency delivers services to our partner agencies and to the public, and we are excited to be adding new members to the team. In addition to joining a growing team and agency, employees will also receive a comprehensive benefits package.
The Department of Civil Service is the central personnel agency for the Executive Branch of New York State government, serving approximately 150,000 employees. Our mission is to build tomorrow's workforce today by promoting a diverse, inclusive, and talented workforce. We lead and deliver world-class workforce management strategies by providing innovative solutions based on merit, fitness, and equality of opportunity.
Among its duties, the Department:
• Partners with State agencies to offer workforce recruitment and placement services, including developing minimum qualifications, classifying positions, developing civil service examinations, and administering performance assessment tests.
• Administers the New York State Health Insurance Program (https://www.cs.ny.gov/nyship/), one of the largest public employer health insurance programs in the nation, serving more than 1.2 million lives.
• Assists municipal agencies with civil service administration of more than 360,000 local government employees.
• Oversees the Governor's Program to Hire Individuals and Veterans with Disabilities (https://www.cs.ny.gov/rp55/) to place individuals with disabilities in State jobs and the New New York Leaders Initiative Student Intern Program. (https://nysinternships.cs.ny.gov/nnyl/)
NOTE ON TELECOMMUTING: DCS employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with DCS Telecommuting Program Guidelines.
The Department of Civil Service is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.
We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to DCSRA@cs.ny.gov
Some positions may require additional credentials or a background check to verify your identity.
Name Office of Human Resources and Administrative Planning
Email Address YourFutureBeginsHere@cs.ny.gov
Address
Street Empire State Plaza, Agency Building #1
Notes on ApplyingIf you are interested and meet the minimum qualifications above, email your cover letter, and resume to YourFutureBeginsHere@cs.ny.gov. Please include the Title and Vacancy ID# you are applying for in the subject line of your email.