Review Vacancy
AgencyTransportation, Department of
TitleContract Management Specialist 1 / Trainee 1 / Trainee 2 (NY HELPS)
Occupational CategoryOther Professional Careers
Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)
Salary RangeFrom $56183 to $88970 Annually
Appointment Type Contingent Permanent
Street Address NYS Department of Transportation - Office of Contract Management Purchasing Unit
50 Wolf Road
Duties Description 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. Work experience in a public procurement setting is preferred. Proficiency in MS Excel as well as the Statewide Financial System (SFS) is preferred. Duties may include, but are not limited to:
• Proficiency with use of the Statewide Financial System (SFS) as it relates to procurement contract transactions and purchase order 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 Bids (IFB) solicitations, and/or Sole/Single Source procurements.
• Develop, prepare, review, and issue IFB and RFQ solicitations and resulting contracts and purchase orders, including communicating with, and providing guidance to vendors and contractors, potential bidders, and agency staff to facilitate the execution and award of contract agreements and purchase orders.
• Contract amendment and No Cost Time Extension transaction and document processing.
• Provide guidance and technical assistance to agency staff regarding use of OGS centralized contracts and related procurement processes for sourcing of Department procurements.
• Provide guidance, technical assistance, and training to agency staff, potential bidder(s) and/or the business community to facilitate the contract and procurement processes and ensure all control requirements are met.
• Transmit appropriate documents to, and work with, control agencies to address questions and secure approval of procurement contracts as required.
• Enter information and documents into, or consult, various databases or software, including OSC Electronic Document Submission System, NYS Division of Budget Agency Spending Controls application, and SFS.
• Vendor responsibility reviews and procurement record documentation review to verify document completeness and accuracy, and to ensure minimum requirements are met.
• File management (electronic file management).
• DOT buyer support and training for Good Faith Effort (GFE) review and procurement record-keeping requirements.
• Increased discretionary threshold procurement analysis and transaction processing via Targeted Request for Quotations (RFQ).
• SDVOB set-aside procurement analysis and transaction processing via Targeted RFQ or Invitation for Bids (IFB).
• Assist with responses to Purchasing general email box inquiries from DOT program areas, BSC, and vendors.
• Proactively address procurement and contract-related challenges and propose practical solutions.
• Miscellaneous special projects as assigned.
The selected individual may be assigned to contractual acquisitions of equipment, supplies and materials, services, or occasionally to revenue contracts, and must maintain a current working knowledge of requirements for procurement contracting, 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.
Minimum Qualifications This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).*
To be considered for appointment through NY HELPS, or 55 b/c, candidates must meet the open competitive minimum qualifications for this position. The qualifications are:
Contract Management Specialist Trainee 1:
• Four years of 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 reviewing of contract terms.
Contract Management Specialist Trainee 2:
• Five years of 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.
Contract Management Specialist 1:
• Six years of 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.
**Substitutions: An associate degree may substitute for two years of experience; a bachelor’s degree may substitute for four years of experience; a master’s degree may substitute for five years of experience; and a doctorate may substitute for six years of experience.
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.
Additional Comments Applicants must be currently authorized to work in the United States on a full-time basis.
*This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). 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 a future date, 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 an NY HELPS title, employees may take part in any promotion examination for which they are qualified.
If you are on the Professional Career Opportunities (PCO) eligible list, please state that along with your score in your cover letter.
Your required educational credentials must have been awarded by an educational institution accredited by a regional, national, or specialized agency recognized as an accrediting agency by the United States (U.S.) Department of Education/Secretary of Education. If awarded by an institution outside of the U.S. and its territories, you must provide independent verification of equivalency. A list of companies that provide these services (fees must be paid to the company you choose) can be found at:
https://www.cs.ny.gov/jobseeker/degrees.cfm
The salary range listed reflects the full range for this graded position. For new State employees appointed into graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts. For more salary information please visit https://oer.ny.gov/salary-schedules
DOT is an equal opportunity employer. Disabled persons are encouraged to apply.
In compliance with Public Law 99-603, candidates selected for appointment must provide an original document to prove their citizenship and/or legal right to work in the United States. Candidates for employment must have proper authorization to work in the United States at the time an offer of employment is made. The Department will not sponsor a nonimmigrant for a temporary employment visa (H-1B or similar), OPT STEM, or for permanent residence. Offers of permanent employment may not be made to nonimmigrants whose employment authorization is limited to a period of practical training (F-1 or similar).
Some positions may require additional credentials or a background check to verify your identity.
Name NYS Department of Transportation - Victoria Rowe
Email Address HR-Personnel@dot.ny.gov
Address
50 Wolf Road
Notes on ApplyingQualified candidates should submit a letter of interest, a current resume, and a copy of required transcripts (if applicable), titled by last name, with the Notice Number MO-26-415 and last name in the subject line and referenced in the letter of interest no later than November 27, 2026 to:
NYS Department of Transportation
Personnel Bureau
Attn: Victoria Rowe
50 Wolf Road, 1st Floor
Albany, NY 12232
Email: HR-Personnel@dot.ny.gov