Review Vacancy
AgencyParks, Recreation & Historic Preservation, Office of
TitleContract Management Specialist 1/Trainee 1/2 (NY HELPS) - Central Region
Occupational CategoryOther Professional Careers
Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)
Salary RangeFrom $53764 to $85138 Annually
Appointment Type Contingent Permanent
"Other" Explanation Monday-Friday <br />Overtime as needed. Can be discussed at the interview.
Workday
Duties Description Under the supervision of the Administrative Specialist 2, SG-23, the Contract Management Specialist 1/Trainee 1/2 duties within the Central Regional Office will be responsible for a wide range of contract administration, procurement, and audit activities. Duties include, but are not limited to:
Perform a wide range of contract audit activities including the review of procurements and other related financial documents for correctness and adherence to Agency policy.
Ensure compatibility with the agency's goals and appropriateness of fees and charges.
Work independently to recommend contract transactions for approval or non-approval.
Work independently to review and recommend approval/disapproval of Sole/Single Source Procurements, and other related financial documents.
Interpret NYS purchasing guidelines and provide training to regional staff on State and Agency procurement policies and guidelines.
Develop and maintain good professional relations and work effectively with agency and regional staff to assess, troubleshoot, and resolve customer service issues and problems.
Submit documents as requested by Office of State Comptroller, performs regional reviews of purchasing process for assigned contracts and monitors the voucher payment process.
Interact with the customers regarding the status of applications, orders, refunds, and keeps records regarding interactions.
Negotiate, develop, prepare, review, implement, process, track and provide fiscal and administrative oversight of contracts. Audit and process contract claims and vouchers and approve and review contract payments to ensure that the payments are in accordance with contract terms.
Provide guidance, technical assistance and training to agency staff and/or potential bidder(s) to facilitate the contract and procurement processes, ensuring all requirements are met.
Certify that commodities or services ordered are delivered as requested in accordance with specifications listed on requests.
Reconcile/approve and audit monthly procurement card statements in the Statewide Financial System. Compile and post reports of monthly P-card spending for managers and department heads. Submit requests for new p-cards or p-card increases. Ensure that fraudulent activity is reported to the p-card provider and to Albany.
Resolve problems identified by agency staff or vendors with the contract, request for proposals (RFPs), invitation for bids (IFBs), Sole/Single Source Procurements, or other related financial documents. Document major issues or problems and refer them to Executive staff.
Monitor journal entries for correct coding and submit journal vouchers to correct errors.
Provides feedback and training to agency staff to help develop successful and compliant requests/contracts.
Interacts and corresponds with stakeholders regarding status of applications, orders, refunds, and other bureau transactions, and associated data management.
Reviews budget modifications and contract amendments to determine the impact on the contract and to ensure compliance with regulations as applicable.
Minimum Qualifications If Civil Service Eligible list(s) exist, they will be canvassed. You may also apply if you are eligible for appointment by one of the following qualifications:
NY HELPS or 55-b/c Qualifications:
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, or 55-b/c, candidates must meet the open-competitive minimum qualifications for this position. The qualifications are:
Contract Management Specialist Trainee 1, Non-Statutory (NS) Equated (EQ) to Salary Grade (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.
If chosen, you may, at the agency's discretion, be appointed to a higher level. You must inform the agency of any additional qualifications in your application and at your interview.
The advanced placement qualifications are:
Contract Management Specialist Trainee 2, NS EQ 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.
Contract Management Specialist 1, SG 18:
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.
NOTE: At the agency’s discretion, advanced placement to the Trainee 2 or Journey level may be possible depending on education and pending Civil Service.
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.
**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 or its territories, you must provide independent verification of equivalency. This information can be found at http://www.cs.ny.gov/jobseeker/degrees.cfm. Candidates are responsible for the evaluation fee.
If you are a veteran or an individual with a disability and would like to apply for the Department of Civil Service’s 55-b/c Program, please visit https://www.cs.ny.gov/rp55/ for more information.
Subsequent 55-b/c Qualifications:
A subsequent 55-b/c appointment may be considered if you have at least one year of permanent or contingent-permanent qualifying service as a Grade 12 or higher and have a current Civil Service 55-b/c letter of eligibility. The service must be in a title that Civil Service has deemed transfer eligible to the position.
Reassignment Qualifications:
Current NYS Office of Parks, Recreation and Historic Preservation Employees only, with at least one year of permanent or contingent-permanent qualifying service as Contract Management Specialist 1/Trainee 1/2; if you have less than one year, you must be reachable on the current Contract Management Specialist 1/Trainee 1/2 eligible list for this location.
52.6 or 70.1 Transfer Qualifications:
At least one year of permanent or contingent-permanent qualifying service as a Grade 11 or higher (for 70.1), or Grade 12 or higher (for 52.6). The service must be in a title that Civil Service has deemed transfer eligible to the position.
Note: The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.
For all transfers noted, a comprehensive list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.
70.4 Transfer Qualifications:
At least one year of permanent or contingent-permanent qualifying service as a Grade 12 or higher, a bachelor’s or higher degree**, and a passing score on the Professional Career Opportunities (PCO) exam. Note: Candidates must not have failed the most recent examination for this title.
Additional Comments Depending on each applicant's experience and/or current salary if employed by New York State already, the appointment may be made to the Contract Management Specialist Trainee 1, Contract Management Specialist Trainee 2, or the Contract Management Specialist 1 titles. Included below is a breakdown of the salary at each level of the traineeship:
Contract Management Specialist Trainee 1, NS=14: 53,764 - $68,630
Contract Management Specialist Trainee 2, NS=16: $59,994 - $76,359
Contract Management Specialist 1, SG-18: $66,951 - $85,138
Benefits:
The NYS Office of Parks, Recreation & Historic Preservation offers a generous benefits package that includes but is not limited to:
Paid Time Off:
• PEF: 44 days - 13 Vacation days, 13 Sick days, and 5 Personal Leave days, 13 Holidays.
• PEF: Three (3) days of professional leave annually to participate in professional development.
Health Care Benefits:
• Eligible employees and dependents can pick from a variety of affordable health insurance programs.
• Family dental and vision benefits at no additional cost.
Additional Benefits:
• New York State Employees’ Retirement System (ERS) Membership
• NYS Deferred Compensation
• Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds
• Public Service Loan Forgiveness (PSLF)
• Paid Parental Leave
To learn more about our benefits, visit: https://parks.ny.gov/employment/benefits.aspx.
*NY HELPS PROGRAM:
For the duration of the NY HELPS Program, this title may be filled via a permanent 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 (within one year of permanent appointment), itis 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.
Employees appointed via the NY HELPS program are restricted for promotional appointment until their position is covered-in to the competitive class by the New York State Civil Service Commission (CSC), or they otherwise obtain permanent competitive status. The CSC has recently covered-in employees who were appointed via NY HELPS on a permanent or contingent permanent basis between June 26, 2024 and June 11, 2025. Notification to employees regarding a change in their status is forthcoming. You may wish to apply if you received a permanent NY HELPS appointment to a qualifying title within these timeframes and are interested in this opportunity. Your eligibility for promotion will be reviewed by Human Resources. Employees with a permanent NY HELPS appointment occurring effective 6/12/25 or later will be addressed with a subsequent cover-in.
This position may require a background check and/or medical exam prior to appointment.
If you have previous or current employment at a NYS agency, to be considered for this position, a review of your state history is needed. Please provide the last four digits of your social security number in your email response or on your resume. If you are not comfortable providing this information in your response, a representative from our office may contact you.
Some positions may require additional credentials or a background check to verify your identity.
Email Address central.employment@parks.ny.gov
Address
Street 6105 E. Seneca Turnpike
Notes on ApplyingIf you feel you meet the minimum qualifications and the agency’s operating needs, and are interested in being considered for this vacancy, you can obtain an Employment Application from your local park office, your region’s administrative headquarters or you can download an application from the NYS Office of Parks, Recreation and Historic Preservation by visiting the website at https://parks.ny.gov/employment
Please forward your application and resume, if available, to Barbara Sorrells, NYS Office of Parks, Recreation and Historic Preservation, 6105 E Seneca Turnpike, Jamesville, NY 13078
or email to Central.Employment@parks.ny.gov with the subject line “Contract Management Specialist - RO)
If you have any questions regarding this position, please contact Charles Halligan at (315) 492-1756.
It is the responsibility of each applicant to accurately describe their experience and demonstrate that they meet the minimum qualifications.
Candidates from diverse backgrounds are encouraged to apply. The NYS Office of Parks, Recreation and Historic Preservation is an Equal Opportunity/Affirmative Action Employer committed to ensuring equal opportunity for persons with disabilities and workplace diversity.
New York State (NYS) is an equal opportunity/affirmative action employer. NYS Law prohibits discrimination because of age, race, creed, color, national origin, sexual orientation, military status, sex, disability, predisposing genetic characteristics, marital status, domestic violence victim status, carrier status, gender identity or prior conviction records, or prior arrests, youthful offender adjudications or sealed records unless based on a bona fide occupational qualification or other exception.