Contract Management Specialist 1, Trainee 1 or Trainee 2 (Grants Bureau) NY HELPS

Duties Description

The Contract Management Specialist 1 (CMS 1) positions are located in the Grants Bureau in the Albany Office for NYS Parks, Recreation and Historic Preservation. The CMS 1 reports to a Contract Management Specialist 2 (CMS 2) who supervises and manages staff within the Albany and Regional Grants Team.
The Contract Management Specialist 1 (CMS1) is responsible for administrative activities associated with the review, approval, and management of comprehensive grants-in-aid programs for local government jurisdiction and community-based organizations that are interested in or apply for and receive grant monies from State agencies. Grant monies come from a variety of sources including state and federal funds, bond acts and legislative initiatives.
Under the general supervision of the Contract Management Specialist 2 and Grants Director, nominee acts independently as the liaison with multiple Regional Grants Administrators (RGAs) to coordinate and manage the grants-in-aid programs within the regions. Illustrative duties include, but are not limited to:

• Interpreting statutes, rules and regulations for grant programs.
• Collaborating with regional staff and Albany staff to develop bureau processes, procedures, documents and materials, including requests for proposals, guidelines and applications.
• Attending conferences and informational meetings across the State to make formal presentations and answer technical questions; disseminating information in writing, through presentation, and through meetings and workshops to the public, as well as other agency and regional personnel and state and municipal government agencies concerning grant programs criteria, eligibility, availability, specific applications and current projects.
• Acting as liaison between the regional staff and other State agencies and units within the Agency, as needed, to implement State policies and procedures and facilitate project completion.
• Reviewing and evaluating project applications against the specific grant program criteria and specifications, and identifying priority projects for consideration.
• Following the awarding of grants, providing technical assistance in the review and processing of grant documentation received from the regions, including contract budgets, appraisals, deeds, surveys and other legal documents, property restrictions, amendments and vouchers, among other requirements.
• Following contract negotiation and approval, monitoring project progress including amendment requests and approvals, payment requests and disbursements, close-out and post-completion requirements; ensuring compliance with program requirements and contract terms, applicable statutes, rules, regulations, guidelines, procedures, and various agency, state and federal laws; preparing financial reports.
• Following close-out, record and file management of grant projects.

• Acting as liaison between regional staff and other State agencies and units within the Agency, as needed, to develop and implement Records Retention policies and procedures.
• As directed, may act as Regional Grants Administrator for particular grants programs.
• Supervising subordinate staff

Minimum Qualifications

If Civil Service Eligible list(s) exist, they will be canvassed. You may also apply if you are eligible for appointment by one of the following qualifications:

If you have previous or current employment at a NYS agency, to be considered for this position, a review of your state history is needed. Please provide the last four digits of your social security number in your email response or on your resume. If you are not comfortable providing this information in your response, a representative from our office may contact you.

NY HELPS or 55-b/c 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, Non-Statutory (NS) Equated (EQ) to Salary Grade (SG) 14:

A bachelor's or higher degree**.

If chosen, you may, at the agency's discretion, be appointed to a higher level. You must inform the agency of any additional qualifications in your application and at your interview.

The advanced placement qualifications are:

Contract Management Specialist Trainee 2, NS EQ SG 16:

A bachelor's or higher degree** AND one (1) 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.

Contract Management Specialist 1, SG 18:

A bachelor's or higher degree** AND two (2) 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.

NOTE: At the agency’s discretion, advanced placement to the Trainee 2 or Journey level may be possible depending on education and pending Civil Service.

**Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was awarded by an educational institution outside the United States or its territories, you must provide independent verification of equivalency. This information can be found at http://www.cs.ny.gov/jobseeker/degrees.cfm. Candidates are responsible for the evaluation fee.

If you are a veteran or an individual with a disability and would like to apply for the Department of Civil Service’s 55-b/c Program, please visit https://www.cs.ny.gov/rp55/ for more information.

Subsequent 55-b/c Qualifications:

A subsequent 55-b/c appointment may be considered if you have at least one year of permanent or contingent-permanent qualifying service as a Grade 12 or higher and have a current Civil Service 55-b/c letter of eligibility. The service must be in a title that Civil Service has deemed transfer eligible to the position.

Reassignment Qualifications:

Current NYS Office of Parks, Recreation and Historic Preservation Employees only, with at least one year of permanent or contingent-permanent qualifying service as Contract Management Specialist 1/Trainee 1/2; if you have less than one year, you must be reachable on the current Contract Management Specialist 1/Trainee 1/2 eligible list for this location.

52.6 or 70.1 Transfer Qualifications:

At least one year of permanent or contingent-permanent qualifying service as a Grade 11 or higher (for 70.1), or Grade 12 or higher (for 52.6). The service must be in a title that Civil Service has deemed transfer eligible to the position.

Note: The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.

For all transfers noted, a comprehensive list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.

70.4 Transfer Qualifications:

At least one year of permanent or contingent-permanent qualifying service as a Grade 12 or higher, a bachelor’s or higher degree**, and a passing score on the Professional Career Opportunities (PCO) exam. Note: Candidates must not have failed the most recent examination for this title.

Candidates may also be qualified for permanent competitive appointment if reachable from the appropriate Civil Service eligible list or eligible for reinstatement or transfer in accordance with Civil Service Law.

Additional Comments

OPERATIONAL NEEDS
- Ability to manage changing priorities in a fast-paced office environment
- Strong organizational skills
- Attention to detail
- Excellent communication skills
- High proficiency with Microsoft Outlook, Word, and Excel, Access, Adobe Pro,
Internet (Internal Explorer/Microsoft Edge and/or Google Chrome
- Strong knowledge of professional correspondence formatting
- Ability to proofread and edit all correspondence prepared for signature
- Desire to contribute to a team-oriented workplace
- Desire to learn new computer skills and ability to adapt to new technology
- Candidate must be able to work a standard Monday to Friday schedule, e.g.,
8 AM to 4 PM or 9 AM to 5 PM with opportunity for remote schedule up to 50%.
- Candidate must be able to travel if needed
- Must possess and maintain a valid driver’s license that allows the candidate to legally operate a motor vehicle in New York State as a term and condition of employment.

*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. appointments.

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.

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

Closing Date/Time: 01/24/25

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• New York State Parks, Recreation & Historic Preservation

• 518-474-0453

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