Contract Management Specialist 1 / Trainee

NON-COMPETITIVE MINIMUM QUALIFICATIONS:

Contract Management Specialist Trainee 1, NS: You must have a bachelor's degree* or higher. All candidates that have taken and passed the most recent Professional Career Opportunities (PCO) exam are encouraged to apply. Advanced placement to the trainee 2 or journey level may be possible depending on education and 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.

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 maybe 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 this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.

At a future date (within one year of permanent appointment), 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.

COMPETITIVE MINIMUM QUALIFICATIONS:

Contract Management Specialist 1, SG-18: Permanent service in this title or one year of permanent competitive or 55-b/c service in a title SG-16 or higher and otherwise eligible for transfer under Civil Service Law.

Contract Management Specialist Trainee 1, NS: Reachable on the current eligible list; OR Permanent service in this title or one year of permanent competitive or 55b/c service in a title SG-11 or higher and otherwise eligible for transfer under Civil Service Law. You may be eligible for 70.4 transfer to the Trainee 1 level if you have served one year in a position SG-11 or higher, have a bachelor’s degree, and a passing score on the most recent PCO or PATT exam.

The incumbent will work within the Procurement section of the Finance Business Office reporting to a Contract Management Specialist 2. The duties of the position will include, but are not limited to, the following:

• Reporting for MWBE, SDVOB and other ESD requirements as needed;
• Review/Process all T contracts and RFA LOAS;
• Assist in the management and processing of procurements for DCJS for State Operations;
• Assist agency staff including DCJS Counsels and program areas with contract development and/or negotiation of contracts, requests for proposals (RFP’s), invitation for bids (IFB’s), sole/single source procurements, and other related financial documents;
• Assists in the resolution of problems with these documents and address issues;
• Review and process contracts and amendments prior to submission to control agencies;
• Review requisitions for a variety of purchases and determine compliance with contractual payment provisions and appropriate rules, regulations, procedures, and policies;
• Maintain and monitor contract and amendment spreadsheets and logs for tracking of agency procurements;
• Review, update and approve procurements entered into the Oracle Financials System, advise programs on next steps upon final approval of IR's and PR's;
• Enter new and update existing contracts and amendments into the Oracle system Certify payment of vouchers for Accounts Payable; and,
• Encumber and unencumber funds as appropriate for program areas considering budget and fund constraints.