What are the responsibilities and job description for the Contract Management Specialist 1 / Trainee 1 / Trainee 2 (NY HELPS) position at NYS Department of Transportation?
Duties Description
Assist Local Agencies in preparing State Local Agreements/Supplemental Agreements/No Cost
Time Extensions.
Review reimbursement requests for locally administered federal/state aid projects.
Track reimbursements in Policy and Planning Division's payment tracking application.
Prepare Division of Budget Attachments B/C. Maintain, monitor, and prioritize Regional Consultant Needs.
Perform routine administrative processes associated with Regional Contracts.
Coordinate Regional Contract processing and exchange of information with Main Office, Contract Management, Consultant Management Bureau, and other Main Office and/or Regional Contract Groups.
Perform quality and completeness review(s) and submission of
Consultant Contract requests to the Chief Engineer's Office and other Main Office
Bureaus).
Assist with the preparation and processing of funding obligation requests based on program needs and phase authorization requests from project managers.
Processing closeouts of completed projects.
Posting files to and assisting with ProjectWise-related issues.
Checking encumbrance balances in SFS.
Drawing up guidelines and trouble-shooting invoice related issues for the Region.
Creating Purchase Orders for Project Contracts.
Participate in TAP/CMAQ, FTA 5310 application reviews.
Coordinate, monitor and Review NEPA, DAD and PS&E of assigned local projects.
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). *
Contract Management Specialist Trainee 1
To be considered for appointment through NY HELPS, candidates must meet the open competitive minimum qualifications for this position. The qualifications are:
A bachelor’s or higher degree.
Contract Management Specialist Trainee 2
A bachelor’s or higher degree AND
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.
Contract Management Specialist 1
A bachelor’s or higher degree AND
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.
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.
Additional Comments
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: http://www.cs.ny.gov/jobseeker/degrees.cfmt
Assist Local Agencies in preparing State Local Agreements/Supplemental Agreements/No Cost
Time Extensions.
Review reimbursement requests for locally administered federal/state aid projects.
Track reimbursements in Policy and Planning Division's payment tracking application.
Prepare Division of Budget Attachments B/C. Maintain, monitor, and prioritize Regional Consultant Needs.
Perform routine administrative processes associated with Regional Contracts.
Coordinate Regional Contract processing and exchange of information with Main Office, Contract Management, Consultant Management Bureau, and other Main Office and/or Regional Contract Groups.
Perform quality and completeness review(s) and submission of
Consultant Contract requests to the Chief Engineer's Office and other Main Office
Bureaus).
Assist with the preparation and processing of funding obligation requests based on program needs and phase authorization requests from project managers.
Processing closeouts of completed projects.
Posting files to and assisting with ProjectWise-related issues.
Checking encumbrance balances in SFS.
Drawing up guidelines and trouble-shooting invoice related issues for the Region.
Creating Purchase Orders for Project Contracts.
Participate in TAP/CMAQ, FTA 5310 application reviews.
Coordinate, monitor and Review NEPA, DAD and PS&E of assigned local projects.
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). *
Contract Management Specialist Trainee 1
To be considered for appointment through NY HELPS, candidates must meet the open competitive minimum qualifications for this position. The qualifications are:
A bachelor’s or higher degree.
Contract Management Specialist Trainee 2
A bachelor’s or higher degree AND
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.
Contract Management Specialist 1
A bachelor’s or higher degree AND
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.
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.
Additional Comments
- 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.
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: http://www.cs.ny.gov/jobseeker/degrees.cfmt
Salary : $52,198 - $82,656
