Contract Management Specialist 1 (NY HELPs)

About the role

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

Responsibilities

• Purchase Information Technology (IT) products and services for ITS and on behalf of client agencies using existing contract vehicles.
• Identify appropriate contract vehicles for use in purchasing goods and services.
• Conduct Request for Quotes under state centralized contracts.
• Provide procurement support on the development of Statements of Work (SOWs) by program areas and Portfolios as needed.
• Process Purchase Requisitions (PR) in the Statewide Financial System (SFS) for general purchases.
• Source PRs to Purchase Orders (PO) in the SFS.
• Prepare procurement records into separate procurement packages.
• Update ITS internal procurement tracking spreadsheets and databases.
• Vendor management such as participating in vendor meetings pertaining to current or prospective procurements.
• Review and process agency contract amendments and extensions as required.
• Participate in the development of single/sole source justifications as required and justifications of the reasonableness of rates charged by vendors.
• Interact with Business Services Center (BSC) on PR/PO creation.
• Manage the procurement process for software license renewals.
• Interact with ITS budget and accounts payable staff.
• Maintain monitors unit shared mailbox(es).
• Identify and process required PO Change requests needed for submission to BSC.
• Provide guidance to agency program staff in the contract development, approval, execution, and amendment process.
• Interact with ITS attorneys on contractual matters.
• Complete P-card purchases as requested and reconcile charges monthly through SFS.
• Provide information requested for Office of the State Comptroller audits.
• Supervise staff, as assigned.

Qualifications

• Open to NYS employees with one year of permanent competitive service as a Contract Management Specialist 1, G-18, OR in a position at G-16 or above deemed administrative under Section 52.6 of the Civil Service Law.
• The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.
• This title includes a traineeship opportunity, and applicants will be appointed to the appropriate level based on their experience and education.
• 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): bachelor or higher degree. Contract Management Specialist Trainee 2 (equated to SG-16): bachelor or higher degree and one year of required experience. Contract Management Specialist 1, SG-18: bachelor 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 current New York State employee with one year or more of qualifying permanent service in a position allocated to a Grade 12 or above and eligible for transfer under Section 52.6, 70.1 or 70.4 of the Civil Service Law. Individuals who possess a bachelor’s degree or higher AND have 55b/c eligibility are encouraged to apply. If applying using your 55b/c status, please provide a copy of your current 55b/c eligibility letter.
• For additional information regarding 55b/c and/or how to apply please visit the Civil Service webpage here.
• PCO Candidates: Individuals with a score of 100 or above on the Professional Career Opportunities (PCO) eligible list are encouraged to apply.
• Successful completion of a two-year traineeship leads to appointment as a Contract Management Specialist 1, SG-18.

Benefits

• Holiday & Paid Time Off: Thirteen (13) paid holidays annually, up to Thirteen (13) days of paid vacation leave annually, up to Five (5) days of paid personal leave annually, up to Thirteen (13) days of paid sick leave annually for PEF, and up to 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), and many more.

Equal Opportunity Employer

The Office of Information Technology Services is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage all individuals with disabilities to apply.

NYS HELPS

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

Contact Information

Email Address: PostingResponses@its.ny.gov