Minimum Qualifications Must be reachable on the Professional Career Opportunities (PCO) eligible list with or Public Administration Traineeship Transition Program (PATT) eligible list.
Transfer Opportunity: Candidates must be current New York State employees and have one year of permanent competitive or 55-b/55-c service in a title eligible for transfer under Section 52.6 or 70.1 of the Civil Service Law.
Duties Description The Office of Parks, Recreation and Historic Preservation is seeking to hire a Contract Management Specialist 1 in the Finance Bureau-Procurement and Diversity Compliance Unit. The position will be responsible for a variety of procurement-related functions which will include assisting with the development of bid documents and requests and assisting with the purchasing of goods and services.
Duties include, but are not limited to, the following:
• Discuss purchases with program representatives to obtain estimates of usage, required delivery dates and any other factors which may affect agency needs.
• Train staff on new or revised laws, rules, regulations, purchasing policies, or procedures.
• Review purchase requisitions, procurement records and related documents submitted through the Statewide Financial System (SFS) to ensure accuracy, completeness for compliance with appropriate rules, regulations and agency policies and appropriateness within the agency’s budget plan.
• Select the most appropriate method of procurement considering New York State’s purchasing guidelines and New York State Finance Law.
• Review manufacturers' catalogs and OGS Contract price lists and all other available sources to determine the availability of the requested items and alternatives available to assist in fulfillment of agency need.
• Determine the types of commodities and services available in the marketplace and on NYS Contract to assist in fulfillment of agency needs.
• Make purchases with a procurement card and reconcile monthly statements in SFS.
• Prepare detailed specifications and complex bid proposals used for soliciting bids.
• Schedule bid openings, receive and evaluate bids, and make recommendations of award of a contract.
• Prepare contracts for commodities or services as indicated in bid specifications.
• Liaison with vendors and control agencies in the execution of complex procurements and contracts.
• Resolve issues identified by agency staff, control agencies, or vendors occurring in contracts, RFPs, IFBs, RFQ’s, RFI’s, Sole/Single Source Procurements, or other related financial documents.
• Review budget modifications and contract amendments to determine the impact on the contract and to ensure continued compliance with applicable regulations.
• Communicate with various levels of agency staff (including executive staff), vendors, and control agencies including Office of the State Comptroller, SFS and Business Service Center via e-mail, phone, WebEx, chat, or in-person, to answer questions, provide information and resolve problems or issues related to agency procurements and purchases.
• Work in Microsoft Office programs like Word, Excel and Teams to communicate information to various levels of Parks staff, vendors, and control agencies.
• Become proficient with SFS as it relates to procurement contracts and purchasing.
• Work with program and other agency staff on an ongoing basis to jointly discuss and resolve problems or issues with the administration of contracts and purchases.
Additional Comments Knowledge of (or ability to learn) the Statewide Financial System.
• Knowledge of (or ability to learn) Office of the State Comptroller (OSC) and Office of General Services (OGS) procurement guidelines.
• Customer service oriented.
• Strong organizational skills.
• Proficient in Microsoft Office Suite.
Some positions may require additional credentials or a background check to verify your identity.