Contract Management Specialist 1/Trainee 2/Trainee 1

Duties Description

The Contract Management Specialist 1 position is located in the NYC Regional Office. The incumbent of this position reports to the Regional Business Office Administrator and the Regional Admin Team. The Regional management team includes the Deputy Director, and the Regional Director. The selected candidate will be responsibilities include:
• Organize and coordinate a variety of tasks including a wide and growing variety of service and maintenance service contracts ranging from mosquito larva treatment to tree pruning, to mechanical/engineered systems which require servicing.
• Track and log various cooperative agreements and licenses with various partner groups including agencies and nonprofits. Each agreement requires annual insurance certificates and other supporting documentation that require oversight and regular updates.
• Track and input concessions agreements and payments, including regional concessions permits by checking payments and figures with each agreed upon terms and percentage payments.
• Collecting rental fees and checking to ensure all agreed upon terms are met then input that information into agency systems for reconciling of all parks owned housing rentals.
• Manage project assignments, creating presentations, and tracking detailed information assigned.
• Assists in the solicitation, review, and negotiation of concession contracts from inception to completion.
• Provide professional support to the regional management team, by creating and tracking various RFQs and RFPs for the regional office from initial draft to posting in the contract reporter.
• Attend monthly building operations meetings and assist with meeting organizing and record keeping.
• May assist as needed in preparing a weekly special events calendar and tabulate weekly attendance figures, and other office functions as assigned.
• Support the Business Office with coverage as needed, and other assigned tasks.

Minimum Qualifications

For Permanent Competitive Appointment: To be considered for permanent appointment, candidates must be reachable on the current Civil Service eligible list or be eligible for reassignment or transfer in accordance with Civil Service Law.

For Permanent Non-Competitive NY HELPS Appointment:
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 minimum qualifications for this position. The minimum qualifications are a bachelor’s or higher degree.

Advanced Placement Qualifications:
• CMS Trainee 2: Must also have 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.

• Full Performance CMS 1 Level: Must also have 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.

*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 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.

Additional Comments

OPERATING NEEDS:
• Must be detail-oriented with a proven capacity to multitask, with a high standard for accuracy and accustomed to working in a team environment and work independently as needed with set priorities.
• Must possess effective communication skills and have the ability to understand written and/or verbal material and instructions.
• Must possess strong interpersonal skills and be a self-starter and maintain confidentiality.
• The candidate must be proficient in Microsoft Office applications as well as be proficient with Apple products.
• Must be willing to support additional tasks and projects as assigned by the Regional Office.
• Must be willing to occasionally support tasks and projects at other work sites in the New York City Region.
• Must be able to work a minimum of 37.5 hours a week, Monday through Friday, and possibly extended weekday hours as needed.
• Fluency in Spanish preferred.

DOWNSTATE ADJUSTMENT: $3,400

BENEFITS:
Generous benefits package, worth approximately 65% of salary, including:
• Paid Time Off:
o PEF: 44 days - 13 Vacation days, 13 Sick days, and 5 Personal Leave days, 13 Holidays.
o PEF: Three (3) days of professional leave annually to participate in professional development.
• Health Care Benefits:
o Eligible employees and dependents can pick from a variety of affordable health insurance programs.
o Family dental and vision benefits at no additional cost
• Additional Benefits:
o New York State Employees’ Retirement System (ERS) Membership
o NYS Deferred Compensation
o Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds
o Public Service Loan Forgiveness (PSLF)
o Paid Parental / Family Leave

To learn more about our benefits, visit: https://parks.ny.gov/employment/benefits.aspx

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

Closing Date/Time: 12/30/24

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• New York State Parks, Recreation & Historic Preservation

• 518-474-0453

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