NY HELPYes

AgencyAging, Office for the

TitleContract Management Specialist 1 (HELPS) - VID 187990

Occupational CategoryFinancial, Accounting, Auditing

Salary Grade18

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

Salary RangeFrom $53764 to $85138 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Non-competitive Class

Travel Percentage 5%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Albany

Street Address 2 Empire State Plaza - 3rd Floor

City Albany

StateNY

Zip Code12223

Duties Description The selected candidate will be responsible for the grant/contract administration activities pertaining to various agency programs including, but not limited to: Social Adult Day Services, Respite Services, Long Term Care Ombudsman Program, Independent Living Centers, Legislative Member Items, Grants-in-Aid, Naturally Occurring Retirement Community Programs (NORCs), Retired and Senior Volunteer Program, and Foster Grandparent Program. Specific duties may include:

• Review, evaluate and obtain approval of contracts and purchase orders for various state and federal programs.
• Complete the review and approval of budget modifications, extensions, and other contract modifications.
• Monitor and evaluate contractor adherence to various funding requirements. Provide technical assistance to contractors/grantees in necessary areas.
• Function as an agency prequalification specialist: review and approve required information and documentation submitted by non-profit organizations looking to prequalify in the NYS Grants Gateway to contract with New York State.
• Review vendor responsibility questionnaires and follow up on relevant findings in order to make Vendor Responsibility determinations as required by the Office of the State Comptroller as part of the contract approval process.
• Work closely with Assistant M/WBE Specialist to ensure all assigned contracts meet the current agency/state M/WBE utilization goal of 30%. Have primary responsibility for ensuring that M/WBE goals for assigned contracts are met.
• Train and advise grantees on requirements of programs and related contracting issues. Provide technical assistance in preparation of funding applications and related documents, vouchering procedures, and appropriate recordkeeping.
• Supervise the work of subordinates in the performance of their functions (e.g., payment of claims, follow up activities to ensure timely closeout of contracts and reconciliation of accounts). Perform all related supervisory duties, including approving timesheets and work schedules, managing and prioritizing workloads and completing performance evaluations or probation reports.
• Work with program and other agency staff on an ongoing basis to jointly discuss and resolve problems or issues with the administration of contracts.
• Perform other related duties including preparation of ad hoc reports, participation in intra-agency work committees and development and implementation of new programs and related policies and procedures. May participate in development and/or review of Requests for Applications (RFA’s).
• Perform other appropriate duties as assigned.
• Travel percentage is up to 5%.

Notes:
Telecommuting may be allowed once candidate completes all required training and understands the duties required.

**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.

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.

NOTE: IN ORDER TO AWARD THE PROPER CREDIT FOR WORK EXPERIENCE, RESUMES MUST INCLUDE MONTH AND YEAR FOR START AND END DATES ALONG WITH THE HOURS PER WEEK FOR EACH POSITION LISTED.

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-14): A bachelor's or higher degree.
• Contract Management Specialist Trainee 2 - (equated to SG-16): A bachelor's degree AND one year of required experience.
• Contract Management Specialist 1 - (SG-18): A bachelor’s 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 and eligible for transfer under Section 70.1, 70.4 or 52.6 of the Civil Service Law.

Additional Comments The NYS Office for the Aging is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage applicants for all communities to apply.

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

Name Human Resources/KB

Telephone 518-473-5282

Fax 518-486-1631

Email Address HRresumes@ogs.ny.gov

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 along with the month/year and hours per week for each position listed. Indicate the Position Title & Vacancy ID number of each position you are applying to.