Contract Management Specialist 1 / Trainee 1 / Trainee 2 (NYHELPS)

Contract Management Specialist

The incumbent(s) will be assigned responsibilities within the Office of Contract Management Purchasing Unit which may include supervision and training of administrative and / or clerical staff. Duties may include, but are not limited to :

• Become proficient with the Statewide Financial System (SFS) as it relates to procurement contracts and purchase order transaction processing.
• Buyer Review of General Purchase Requisitions as a PO Processor in SFS for completeness and consistency with internal / external requirements of State Finance Law (162 / 163).
• Buyer Review of Contract Requisitions to prepare, recommend, process, and document informal purchases and formal competitive bidding via Request for Quotation (RFQ) or Invitation for Bid (IFB) solicitations, and / or Sole / Single Source procurements.
• Contract amendment and No Cost Time Extension transaction and document processing.
• Become familiar with OGS centralized contracts and related procurement processes for sourcing of procurements.
• Provide guidance, technical assistance and training to agency staff and / or potential bidder(s) to facilitate the contract and procurement processes, ensuring all control requirements are met.
• Provide guidance, technical assistance, and training to agency staff and / or the business community.
• Work with control agencies to secure approval of procurements as required.
• Vendor responsibility reviews and procurement record document reviews.
• Assist with responses to general email box inquiries from DOT program areas, BSC, and vendors.
• Miscellaneous special projects as assigned.

Selected individual may be assigned to contractual acquisitions of equipment, supplies and materials, services, or occasionally to revenue contracts, and must maintain a current knowledge of requirements for procurement contracts, market trends and economic factors that might influence decisions, and facilitate tailoring of contractual provisions accordingly.

Responsibilities may include serving a role within the Incident Command System to support the department's response to regional and statewide emergency situations.

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

If chosen, you may, at the agency's discretion, be appointed to a higher level. You must inform the agency of any additional qualifications at your interview. Candidates may also be qualified for permanent competitive appointment if reachable from the appropriate Civil Service eligible list or eligible for reassignment or transfer in accordance with Civil Service Law. Candidates must meet minimum qualifications for traineeship and possess strong organizational and interpersonal skills. Attention to detail, as well as the ability to handle multiple projects and priorities, and ensure deadlines are met are essential, as are the ability to communicate with suppliers, the public, and all levels of Agency staff and control Agencies with tact and diplomacy. Work experience in a public procurement setting is preferred. Proficiency in MS Excel as well as the Statewide Financial System (SFS) is preferred.

Some positions may require additional credentials or a background check to verify your identity.