Occ. Code 0232100

 

 

CONTRACT MANAGEMENT SPECIALIST 1, GRADE 18

0232100

CONTRACT MANAGEMENT SPECIALIST 2, GRADE 23

0232200

 

New York State Department of Civil Service

Classification Standard

BRIEF DESCRIPTION OF CLASS SERIES

 

Contract Management Specialists negotiate, develop, prepare, review, implement, process, track and provide fiscal and administrative oversight of contracts.  They audit and process contract claims and vouchers, and approve and review contract payments to ensure that the payments are in accordance with contract terms.  Incumbents may also provide technical assistance related to New York State’s laws, rules, regulations and policies on contract administration to State agency staff, individuals, or organizations. 

 

Contract Management Specialists are found in several State agencies, with the largest number of positions located in the Office of the State Comptroller, Bureau of Contracts. 

 

DISTINGUISHING CHARACTERISTICS

 

Contract Management Specialist 1: full performance level; under the direction of higher-level Contract Management Specialists, evaluates or reviews contracts, Requests for Proposals (RFPs), Invitation for Bids (IFBs), Sole/Single Source Procurements and other related financial documents; may supervise clerical or paraprofessional staff.

Contract Management Specialist 2: first supervisory level; evaluates or reviews all types and levels of contracts and related financial documents; performs many of the same activities as Contract Management Specialist 1, but contracts and other related financial documents are typically more complex or may have Statewide ramifications and involve complicated inter-agency financial relationships; supervises Contract Management Specialists 1 and/or paraprofessional staff.

RELATED CLASSES

Employee Benefits Representatives (Contract Management) develop specifications (RFPs) and evaluation criteria for benefit program procurements; negotiate contracts and amendments; and manage existing contracts with insurance companies and other vendors engaged to provide one or more benefits of an employee benefit program administered for New York State by the Employee Benefits Division (EBD) of the Department of Civil Service.

Bank Services Contract Specialists apply professional cash management, bank services, and tax processing knowledge, training, and experience to monitor, maintain, manage, and/or procure tax processing, cash management, and depository services provided by private financial institutions.

Illustrative Duties

Develop and assist with the development and/or negotiation of contracts, RFPs, IFBs, Sole/Single Source Procurements, and other related financial documents.

·        Review proposed contracts for fiscal and programmatic correctness, adherence to State policy, compatibility with agency programs and goals, availability of funds and appropriateness of rates.

 

·        Conduct cost evaluations and prepare or assist with the preparation of cost evaluation reports.

 

 

 

 

 

 

 

 

Provide guidance, technical assistance and training to agency staff and/or potential bidder(s) to facilitate the contract and procurement processes, ensuring all control requirements are met.

 

·        Provide guidance to agency staff on the evaluation and selection process for various procurement methodologies to help prevent bid protests by unsuccessful bidders.

 

·        Develop and maintain an effective working relationship with program and administrative organizations.

 

·        Develop “model” contracts to be used by the agency as a guideline for excellence in procurement methodology.

 

Perform on-site and central reviews of contract implementation and performance. 

 

 

 

Monitor voucher payment process for assigned contracts, ensuring voucher audits are conducted in a manner consistent with contractual payment provisions.

 

Propose changes to existing program guidelines or, as assigned, assist in the development of new guidelines.

 

 

 

Assist with special assignments and projects.

 

May respond to Freedom of Information Law (FOIL) requests for bids and other contract requests, State legislative and audit inquiries.

 

In addition, Contract Management Specialists 2:

 

Supervise Contract Management Specialists 1 and/or paraprofessional staff in the planning and development of procurement methods and documents.

 

 

 

 

 

 

 

 

 

Independently review and approve/disapprove more complex RFPs, IFBs, Sole/Single Source Procurements, and other related financial documents.

 

Participate in the bidder debriefing session.

 

Conduct or direct research into prevailing industry trends and prices.

 

Minimum qualifications

 

Contract MANAGEMENT SPECIALIST 1

 

Open Competitive: Six years of experience in managing contracts and related budgets, OR appointment from the PCT or PATT and successful completion of a two-year traineeship.

 

CONTRACT MANAGEMENT SPECIALIST 2

Promotion: One year of permanent competitive service as a Contract Management Specialist 1. 

 

Date:  11/03

NOTE:  Classification Standards illustrate the nature, extent and scope of duties and responsibilities of the classes they describe.  Standards cannot and do not include all of the work that might be appropriately performed by a class.  The minimum qualifications above are those which were required for appointment at the time the Classification Standard was written.  Please contact the Division of Staffing Services for current information on minimum qualification requirements for appointment or examination.