Position Information

NY HELPYes

AgencyChildren & Family Services, Office of

TitleContract Management Specialist 1 (NY HELPS)

Occupational CategoryAdministrative or General Management

Salary Grade18

Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)

Salary RangeFrom $65001 to $82656 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Rensselaer

Street Address Capital View Office Park - BCM

52 Washington Street, South Building

City Rensselaer

StateNY

Zip Code12144

Job Specifics

Minimum Qualifications Transfer: One year of permanent competitive or 55b/c service in this title or in a title eligible for 70.1 or 52.6 transfer.

Open to the Public: 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, candidates must meet the open-competitive minimum qualifications for this position. The qualifications for the Trainee 1 level are: A bachelor's degree or higher.

The qualifications for the full SG 18 level are: bachelors or higher degree AND two years of professional qualifying 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.

This position may be designated 55 b/c and is subject to verification of applicant eligibility.

Duties Description The CMS 1 position activities will include but not limited to:

Developing, reviewing, and processing contracts to go to Civil Service, Attorney General, and Office of State Comptroller for external approval.

Develop and manage documents, to process multiple procurement types as needed.

Create memos, reports, and manuals as requested and as needed by Bureau of Contract Management unit or agency need.

Develop and manage Group Properties, Schedules, and Contract Development activities in the Contract Management System (CMS). Enter new contracts into SFS and manage contract lines and PO’s (as necessary) for funding. Submit documents for OSC approval through EDSS.

Develop various procurement vehicles and procurements related documents for various grant and non-grant services.

Develop contracts and contract amendments for grant and non-grant contract initiatives as needed.

Develop and negotiate procurement/contract plans and monitor adherence to these plans to ensure compliance with State Finance Law, Prompt Contracting Law, and procurement guidelines to help ensure a successful contract execution.

Evaluate contracts/documents to ensure administrative requirements are incorporated. Documents/evaluations incorporate the needs of the agency/control agencies and are completed in a timely manner, utilizing effective negotiating and technical assistance skills.

Manage contracts/documents within acceptable timeframes and according to financial standards. Work directly with Legal, Program, BBM and Contractors to resolve fiscal, legal, and programmatic concerns while maintaining agency objectives.

Develop Single and Sole Source justification in coordination with Program staff. Documents are prepared in accordance with OSC requirements and submitted through EDSS.

Maintain clear and timely communication with supervisor regarding workload issues, including availability for other assignments. Manage own work schedule that assures both time and quality compliance issues.

Supports a vision for organizational success and maintains an environment where OCFS’ mission is practiced. Contributes to organizational goals, develops new ways of looking at things and suggests innovative solutions.

Contract and Project files are kept in order, and they are up to date. CMS/SFS records are updated when contract files are processed. Paper files are kept in order, and they are up to date so that other staff can find and understand the filing system.

Responsible to identify any system functionality issues that impact user ability to process contracts and communicate such to management.

Responsible to be familiar with and have knowledge of the contents of the Employee Manual. Employee actions and behaviors are consistent with contents of the Employee Manual.

Responsible for communicating effectively and appropriately inside and outside the office to all supervisors, coworkers, staff and vendors.

Staff should take trainings recommended by supervisor and receive appropriate approvals for additional training that would be beneficial to job learnings.

Responsible for all general and additional assigned assignments, which are done with appropriate quality and promptly.

Staff is responsible for being on time and informing supervisor when they will not be at work during scheduled hours. Staff should not abuse time and should be aware of agency time and attendance policies.

Review and audit claims for reimbursement services as indicated in contracts. In addition, this position will also generate and analyze reports and analyze data as needed. These activities are performed in support of the agency's mission of promoting health, well-being and safety to New York State's most needy children, families, and communities, while maintaining the contracting and payment standards as required and regulated by OSC and mandated by State Financial Law and Federal Agencies.

Additional duties will be discussed in detail during the interview.

Additional Comments *For the duration of the NY HELPS Program, this title maybe 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 (within one year of permanent appointment), it is expected employees hired under NYHELPS 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.


Background Investigation Requirements:

1) All prospective employees will be investigated through a Criminal Background Check (CBC), which includes State and federal Criminal History Record Checks. All convictions must be reported; conviction of a felony or misdemeanor, or any falsified or omitted information on the prospective appointee’s employment application, may bar appointment or result in removal after appointment. Each case will be determined on its own merits, consistent with the applicable provisions of State and federal laws, rules, and regulations. Prospective employees will be fingerprinted in order to obtain a record of their criminal history information, and may be required to pay any necessary fees.

2) All prospective employees will be screened against the Statewide Central Register of Child Abuse and Maltreatment (SCR). Prospective employees will be required to pay any necessary fees.

3) For Division of Juvenile Justice and Opportunities for Youth (DJJOY) prospective appointees will be checked against the Staff Exclusion List (SEL) maintained by the Justice Center for the Protection of People with Special Needs. Prospective employees whose names appear on the SEL as having been found responsible for serious or repeated acts of abuse or neglect will be barred from appointment and may have their names removed from the eligible list(s) for the title(s) if applicable.

The Office of Children and Family Services (OCFS) is an equal opportunity employer. OCFS does not discriminate based upon age, race, creed, color, national origin, sexual orientation, gender identity or expression, religion, military or veteran status, sex, disability (including pregnancy-related conditions), predisposing genetic characteristics, familial status, marital status or status as a victim of domestic violence, or other applicable legally protected characteristics. We devote special attention to dismantling racial injustice and recognize that diversity in our workforce is critical to fulfilling our mission. We are committed to the diversity of our staff, and encourage applicants from marginalized communities to apply. All applicants must be dedicated to working in and sustaining an environment of inclusion that affirms and celebrates the backgrounds, learned and lived expertise, whole identities, and individual perspectives of our staff. Applicants of all backgrounds and experiences are encouraged to self-identify during the application process.

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

Contact Information

Name New York State Office of Children and Family Services

Telephone 518-473-7936

Fax 518-473-6122

Email Address eoajobpostings@ocfs.ny.gov

Address

Street Bureau of Personnel - NLP

52 Washington Street, 231 North

City Rensselaer

State NY

Zip Code 12144

 

Notes on ApplyingQualified candidates should e-mail their resume and letter of interest to eoajobpostings@ocfs.ny.gov You MUST include the Vacancy number of the position in the subject line of your email and/or cover letter to ensure receipt of your application. In order to qualify you for the position when you have current or prior New York State employment, you may be contacted by OCFS Personnel for your social security number to confirm your employment history.