Contract Management Specialist 1 - EOA#25-583jh

Contract Management Specialist

The duties that the incumbent of the vacancy will be expected to perform include :

Reviews proposed contracts for fiscal and programmatic correctness, adherence to State policy, compatibility with agency programs and goals, availability of funds, and appropriateness of rates; conducts cost evaluations and prepares or assists with the preparation of cost evaluation reports; prepares preliminary reports and recommendations to approve or reject contracts; reviews procurement records to ensure adherence to all applicable laws, rules, and regulations and ensure proposed contracts represent the best value to New York State; analyzes and tracks Minority and Women-Owned Business Enterprise (MWBE) and Service-Disabled Veteran-Owned Business (SDVOB) contract goals; drafts comprehensive program reports, components of reports, or report summaries; resolves problems identified by agency staff or vendors with the contract, RFPs, IFBs, RFQ's, RFI's, RFA's, Sole / Single Source Procurements, or other related financial documents; documents major or difficult issues or problems and refers them to higher level staff; drafts appropriate bid documents to ensure adherence to applicable rules, regulations and guidelines, and fiscal objectives; drafts written responses to interested parties on contract awards and contract status; provides 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; provides guidance to agency staff on the evaluation and selection process for various procurement methodologies to help prevent bid protests by unsuccessful bidders; evaluates bids and works with program to determine recommended awardee; ensures accurate execution of all documents needed for the procurement record; reviews contractor performance, including price adjustments, amendments, contract interpretation and contract compliance issues; reviews budget modifications and contract amendments to determine the impact on the contract and to ensure continued compliance with applicable regulations; develops model contracts to be used by the agency as a guideline for excellence in procurement methodology; recommends improvements to contract management related office policies and procedures; and may develop solicitation documents such as scope of work, mandatory requirements, qualifications, and contract evaluation.

The selected candidate will be a vital team member within the Regional Field Office 1 organizational structure. The Contract Management Specialist 1, specific duties will include professional, administrative, and technical duties to promote the planning, development, implementation, monitoring, and evaluation of programs and services for individuals with intellectual and / or developmental disabilities. The Contract Management Specialist 1 will typically provide support to one designated functional unit within the Regional Field Office but may provide additional or alternative coverage when Regional Field Office needs deem necessary.

The functional units within the Regional Office include Front Door, Waiver Services, Eligibility, Self-Direction, Housing, Crisis, Property / Development, Fiscal, and Quality Management / Technical Assistance. The selected candidate will work to ensure quality in Regional Office operational standards. Occasional evening and / or weekend work may be required to meet organizational needs.

Occasional travel within the 17-county region may be required.

The successful candidate will assume responsibilities that will include, but not limited to :

• Develop and process contracts under which OPWDD obtains services, responsibility for procurement, evaluation, and monitoring of contracts associated with various program contracts.
• Establish, write, monitor and audit 100% State service contracts.
• Establish and write contracts for Self-Direction and Supportive Employment.
• Write, monitor and audit ATECH / VMOD / EMOD service contracts.
• Process and review claims for state funded services.
• Perform contract monitoring tasks including addressing any necessary contract modifications and contract amendments.
• Perform routine administrative processes associated with each contract assigned.
• Participate in Family Support Services (FSS) program contract reviews.
• Serve as a liaison between Central Office and provider agencies related to contract compliance.
• Develop and maintain compliance systems and activities as needed.
• Monitor integrity of provider agencies to receive or continue receiving funding utilizing Statewide Financial System (SFS) or other online databases as required to complete job duties.
• Perform contract monitoring duties / tasks as assigned.
• Review proposed contracts for fiscal and programmatic correctness, and adherence to State policy.
• Prequalify provider agencies in Statewide Financial System.
• Review and prepare contracts for signature by Regional Field Office Senior Leadership.
• Plan and train staff and provider agencies on policy and procedures related to contracts.
• Monitor and assistance with maintenance of Region 1 Agency Director and Fiscal contacts distribution list
• Participate in Local and Statewide Committee meetings as assigned.
• Other duties / tasks as assigned

Competitive Qualifications :

Candidates must be reachable for appointment on the Current Civil Service Eligible List, Professional Careers Opportunity (PCO) or Public Administration Traineeship Transition (PATT). Appointment may be made at the traineeship level.

Open Competitive for Contract Management Specialist Trainee 1 : A bachelor's or higher degree.

Open Competitive for Contract Management Specialist Trainee 2 : A bachelor's degree and one year of 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.

Substitution qualifications for Contract Management Specialist Trainee 2 : A Juris Doctor, master's or higher degree in a related field can substitute for one year of specialized experience.

Open Competitive for Contract Management Specialist 1 : A bachelor degree AND two years of 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; OR bachelor's or higher degree and completion of a two-year traineeship.

Substitution qualifications for Contract Management Specialist 1 : A Juris Doctor, master's or higher degree in a related field can substitute for one year of specialized experience.

Transfer : Candidates must have one year of permanent competitive or 55-b / c status in the posted title and be eligible for lateral transfer; OR be eligible to transfer via Section 70.1, 70.4, or 52.6 of Civil Service Law. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.

To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website : https : / / careermobilityoffice.cs.ny.gov / cmo / gotit / index.cfm.

55 B / C QUALIFICATIONS :

Possess the minimum qualifications for this title as established by the Department of Civil Service and listed on the most recent exam announcement.

Meet the applicable minimal mental and / or physical requirements for the job (with a reasonable accommodation, if necessary).

Have a current Eligibility Letter from the NYS Department of Civil Service, www.cs.ny.gov / rp55 / , and be able to provide it to the Human Resources Office upon request.