Contract Management Specialist 1 or Trainee 1 or 2 (NY HELPS)

About the Role

This entry-level position reports to a Contract Management Specialist 2, G-23. The Contract Management Specialist 1/Trainee 1 (CMS 1) will support ongoing procurements and contract transactions, learning New York State procurement laws, regulations, policies, and best practices. Daily use of the Statewide Financial System (SFS) is required for contract administration, with ongoing education on its effective use.

Responsibilities

• Ensure all grant procurements (RFPs, Single and Sole Source for Not-For-Profit entities) align with OTDA’s mission and comply with OTDA policies, State Finance Law, and OGS procurement guidelines.
• Use SFS to review bids, develop contracts and amendments, create contract package tools, pre-qualify vendor document vaults, and perform other contract-related activities. Proactively contact the SFS Help Desk as needed.
• Coordinate the contract approval process and work with State control agencies to obtain procurement and contract approvals.
• Maximize participation of Minority and Women Owned Business Enterprises (MWBE) and Service Disabled Veteran Owned Businesses (SDVOB) in contracts.
• Assist with educating program areas and monitor contracts/RFPs to ensure compliance with MWBE goals.
• Monitor and review contract payments, ensuring vouchers comply with contract terms. Collaborate with Program, Finance, and Budget staff to resolve payment issues.
• Review approved spending plans.

Qualifications

NY HELPS Program: This title is part of the New York Hiring for Emergency Limited Placement Statewide program (NY HELPS). Candidates may be hired via a non-competitive appointment if they meet the minimum qualifications below. Within one year of permanent appointment, non-competitive status will convert to competitive status, granting full rights and privileges of competitive class employees. Employees may participate in promotion examinations for which they qualify while serving in this role.

Non-competitive Qualifications:

• Trainee 1: Four years of experience managing contracts and related budgets in one or more of the following areas: negotiation with contractors/vendors, fiscal management (bidding, payment, analysis, reporting), contract development (RFPs), contract execution (securing approvals), or monitoring/review of contract terms.
  • Substitution: An associate degree may substitute for two years of experience; a bachelor’s degree for four years; a master’s degree for five years; and a doctorate for six years.
• Trainee 2: Five years of experience in the same areas as Trainee 1, with identical substitution rules.
• Full Performance Level: Six years of experience in the same areas as Trainee 1, with identical substitution rules.

55 B/C Eligibility: Candidates enrolled in the Civil Service 55b/c program who meet the minimum qualifications are encouraged to apply. More information is available here.

Competitive Qualifications:

• Eligible for lateral transfer or transfer under Section 70.1 of the Civil Service Law with one year of permanent competitive service in an appropriate title. Details here.
• Reachable on the appropriate eligible list in Albany.

Pay

• Trainee 1: Starts at $53,764
• Trainee 2: Starts at $59,994

Additional Information

• A contingent permanent appointment will be made, with mandatory reemployment list candidates considered first if certified by Civil Service.
• Candidates must be legally authorized to work in the United States. Resumes must detail how minimum qualifications are met; non-specific submissions may be disqualified.
• Telecommuting up to 50% may be available, per OTDA policy, and can be discussed during the interview.
• OTDA is committed to diversity, equity, inclusion, and accessibility, fostering an inclusive workplace aligned with New York State Executive Orders 187 and 31.