Contract Management Specialist 1 - VID 221505

New York State employees: this title is part of the NY HELPS program. Candidates may be appointed at the trainee, journey, or advanced level based on experience and education. Telecommute eligibility (up to 4 days per pay period) is determined after hire.

Responsibilities

• Prepare and place legal advertisements for bid solicitations and other procurements.
• Conduct and/or participate in selection of professional consulting firms (architectural, engineering, surveying, construction management, inspection, materials testing, and related services).
• Prepare procurement documents such as requests for proposals (RFPs), requests for information (RFIs), and invitations for bids (IFBs).
• Assist in the management and development of professional services contracts.
• Review wage rate worksheets and track contract usage and supplementation needs.
• Oversee sale and/or distribution of construction plans and specifications to prospective bidders and interested parties.
• Conduct and/or participate in public bid openings.
• Prepare vendor responsibility review checklists, profiles, and other documents to record review information, statuses, and outcomes.
• Conduct vendor responsibility reviews of prime contractors, consultants, subcontractors, and subconsultants.
• Assist in responding to construction claims and litigation items.
• Correspond with vendors’ representatives, field staff, and other stakeholders regarding vendor issues, payment matters, and contract requirements.
• Provide bi-weekly reports on review numbers to upper management.
• Coordinate with other CADM units to resolve vendor issues.
• Track subcontractor approvals in DCNet.
• Review, audit, and approve vendor payment submissions for construction, emergency, and consultant contracts.
• Create and process consultant, construction, and emergency contracts, contract supplements, and change orders.
• Perform research, analysis, and documentation as assigned by senior managers.
• Respond to inquiries from D&C personnel, OGS Legal Services, OGS Finance, the NYS Office of the Attorney General, the NYS Office of the State Comptroller, other state agencies, vendors, and the public.
• Communicate with contractors, subcontractors, OGS field and headquarters staff, and other state agencies regarding vendor responsibility requirements, informational needs, and status updates.
• Perform other duties as assigned.

Requirements

• Six years of experience managing contracts and related budgets, including one or more of the following:
  • Negotiation with contractors and vendors;
  • Fiscal management (bidding, payment, analysis, fiscal reporting);
  • Contract development (requests for proposals);
  • Contract execution (securing signatory approval from control agencies);
  • Monitoring and review of contract terms.
• Substitutions:
  • Associate degree may substitute for two years of experience;
  • Bachelor’s degree may substitute for four years of experience;
  • Master’s degree may substitute for five years of experience;
  • Doctorate may substitute for six years of experience.
• Current New York State employees with one year or more of qualifying permanent service in a Grade 11 or above position may be eligible for transfer under Civil Service Law.
• Candidates reachable on the Professional Careers Opportunities (PCO) or Public Administration Traineeship Transition (PATT) eligible lists are encouraged to apply.
• Possession and maintenance of a valid New York State driver’s license or the ability to meet the transportation needs of the job.
• Travel may be required (approximately 5%).

Resumes must include month and year for start and end dates of all experience, and average hours worked per week if less than full time.