Contract Management Specialist 1 (NY HELPs)

NYS Office of Information Technology Services; New York (NY); On-site; USD 90,000 - 120,000; Full time

Benefits offered by this job

Holiday & Paid Time Off

Health insurance benefits

New York State retirement system (ERS)

Deferred compensation and 529 programs

Job summary

NYS Office of Information Technology Services is seeking a Contract Management Specialist 2 to support the Vendor Sourcing & Management Organization (VSMO). The role involves processing IT procurements, developing SOWs, and coordinating with program areas and BSC on PR/PO workflows.

The position requires experience in contract development and procurement, with opportunities for career progression within NYS HELPS and related programs. On-site duties, with potential for travel as needed.

Qualifications

• One year of permanent competitive service as Contract Management Specialist 1 or equivalent.
• Experience managing contracts and budgets including negotiation, bidding, and fiscal reporting.
• Bachelor’s degree or higher; master’s degree may substitute for one year of experience.
• Ability to develop and review Statements of Work (SOWs) and negotiate contract terms.

Responsibilities

• Purchase IT products and services using ITS contract vehicles.
• Identify appropriate contract vehicles for procurement.
• Conduct RFQs under state centralized contracts.
• Develop Statements of Work with program areas.
• Process Purchase Requisitions in the Statewide Financial System (SFS).
• Source PRs to Purchase Orders in SFS.
• Prepare procurement records and package them for processing.
• Update ITS procurement tracking databases.
• Manage vendor meetings and vendor relationships.
• Review contract amendments and extensions; justify rates.
• Interact with BSC on PR/PO creation and software license renewals.
• Coordinate with ITS attorneys on contractual matters.
• Perform P-card purchases and reconcile monthly via SFS.
• Provide information for State Comptroller audits.
• Supervise staff as assigned.

Skills

Contract management

Vendor negotiation

Procurement coordination

Budget oversight

SOW development

Education

Bachelor's degree or higher

Tools

SFS (Statewide Financial System)

Job description

Duties Description
Under the direction of a Contract Management Specialist 2, SG-23, this position will support contractual functions for the Vendor Sourcing & Management Organization (VSMO) within the Office of Information Technology (ITS).

Duties Description
Under the direction of a Contract Management Specialist 2, SG-23, this position will support contractual functions for the Vendor Sourcing & Management Organization (VSMO) within the Office of Information Technology (ITS).
Duties will include, but are not limited to, the following:

• Purchase Information Technology (IT) products and services for ITS and on behalf of client agencies using existing contract vehicles;
• Identifying 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;
• Preparation of 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;
• 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;
• Supervision of staff, as assigned.
  

Minimum 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 Is Part Of The New York Hiring For Emergency Limited Placement Statewide Program (NY HELPS)* And Applicants Must Meet The Following Minimum Qualifications To Be Considered For This Position.
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 https://www.cs.ny.gov/rp55/.
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.

Additional Comments:
ITS will not offer permanent employment to any candidate unless the candidate provides documentation that they are authorized to accept work in the United States on a permanent basis. It is the policy of ITS not to hire F1 or H1 visa holders for permanent employment or to sponsor non-immigrant aliens for temporary work authorization visas or for permanent residence.
Some positions may require fingerprinting.
Some positions may require up to 25% travel and/or lifting up to 50 lbs. Some positions are pending Civil Service approval. Details of position(s) will be described further if you are selected for an interview.
For the duration of the NY HELPS Program, this title may be filled via a non- competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply. At this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.
At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

Benefits of Working for NYS Generous benefits package, worth 65% of salary, including:
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.
• 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.

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).