Contract Management Specialist 1/ Contract Management Specialist Trainee - 2 Positions, Central Office

Job Description

The Office of Mental Health (OMH) is recruiting to fill one Contract Management Specialist 1/Contract Management Specialist Trainee position in the Office of Financial Management, Community Budget and Financial Management Group (CBFMG). This position will administer procurements for community-based mental health services throughout New York State.
Specific duties to be performed may include, but are not limited to, the following:
• Assist in the full lifecycle management of procurement transactions, including review, coordination, development, publishing, evaluation and award.
•Coordinate diverse procurement types such as Requests for Proposals (RFPs), Requests for Application (RFAs) and other grants or agency service procurements.
• Develop and process single and sole source Contract Reporter Exemption Requests (CRERs)
• Assemble, review, and process procurement records and amendments in coordination with other staff.
• Ensure procurement and contract documents comply with Office of the State Comptroller (OSC) requirements.
• Monitor adherence to state guidelines, including State Finance Law (SFL), OSC Guide to Financial Operations (GFO), and the Procurement Council Guidelines.
• Maintain organized contract and procurement files, including managing shared mailboxes.
• Effectively utilize systems such OMH's Aid to Localities Financial System (ALFS), NYS Contract Reporter, NYS Statewide Financial System (SFS), OSC Electronic Document Submission System (EDSS), and other relevant platforms.
• Serve as a liaison between program staff, legal teams, contract managers, OSC, and external stakeholders.
• Communicate timely, effectively, and professionally with supervisors, coworkers, staff, vendors, and the public.
• Maintain clear and timely communication with your supervisor regarding procurement/contract status, workload, and availability.
• Monitor and update tracking systems, timelines, reports, and contract schedules.
• Assist in creating and editing checklists, guidance documents, and job aids.
• Demonstrate understanding and support of Agency organizational goals.
• Independently manage your work schedule for time and quality compliance.
• Other duties may be assigned.
• All necessary training will be provided

Minimum Qualifications:
Non-Competitive Opportunity:
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 review 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.
Substitution: 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.
Transfer Opportunity:
Candidates must have permanent status as a Contract Management Specialist, Grade 18, and be eligible for lateral transfer; OR be eligible to transfer via Section 70.1 or 52.6 of the Civil Service Law into the Contract Management Specialist 1 or Contract Management Specialist Trainee level.
Advanced placement to the Trainee 2 or Journey level may be possible depending on education.

Requirements

Non-Competitive Opportunity:
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 review 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.
Substitution: 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.
Transfer Opportunity:
Candidates must have permanent status as a Contract Management Specialist, Grade 18, and be eligible for lateral transfer; OR be eligible to transfer via Section 70.1 or 52.6 of the Civil Service Law into the Contract Management Specialist 1 or Contract Management Specialist Trainee level.
Advanced placement to the Trainee 2 or Journey level may be possible depending on education.