Contract Management Specialist 1/Trainee 2/Trainee 1 (NY HELPS)- Camping and Passes

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.

Duties Description

The Contract Management Specialist 1, SG-18 position is in the Passes & Reservations Bureau of the Office of Parks, Recreation and Historic Preservation. The Contract Management Specialist 1 reports to senior and higher-level supervisors within the Bureau. Under general supervision the Contract Management Specialist 1 assists in management, development, preparation, and review of agency entrance pass products (Empire Pass, Access Pass, Lifetime Liberty Pass); gift cards, and new/ emerging rewards and affinity program initiatives. The Contract Management Specialist 1 will also provide support for Camping, Pavilion, and Marina and other automated reservation system programs and software platforms. The Contract Management Specialist 1 will interact regularly with the Agency Automation Team and ITS representatives to troubleshoot and resolve issues relating to Bureau programs.
Contract Management Specialist 1 duties include:
• Review of Bureau contracting/ purchases for fiscal, procurement and programmatic correctness; adherence to Agency policy; compatibility with agency programs and goals, availability of funds; and appropriateness of fees.
• Evaluate program needs and performance; and prepare or assist with preparation reports to ensure that all applicable laws, rules, and regulations are adhered to and that proposed purchases/ contracts represent “best value” to New York State.
• Review Bureau budget modifications to determine the impact on programs and purchasing to ensure continued compliance with applicable regulations.
• Provide program guidance, technical assistance, and training to agency staff and/or vendors to facilitate the management, procurement and ensure control requirements are met.
• Develop and maintain effective working relationships with Agency administrators, program staff, and regional staff to predict, assess, troubleshoot, and resolve technical, program and customer service issues and problems.
• Special projects and assignments as assigned including but not limited to improving efficiency and workflow for the Access Pass program; Empire Pass program; and researching digital options for gift cards.
• Daily tasks include:
• Triage and primary response to incoming patron/user complaints regarding Pass programs, policies, and products, including relating to reservation/purchasing systems.
• Identify and work to resolve various technical and automation issues involving Passes and the NYS Parks Explorer Mobile Application, and reservation systems.
• Interact and correspond with patrons regarding status of applications, orders, refunds, and other bureau transactions, and associated data management.
• Manage fulfilment of online/phone orders, payment processing and transmission of pass products to patrons including associated supervision of seasonal/ support staff.
• Maintain effective communication with regional and park contacts regarding program and technical updates, and changes to Bureau programs.
• Oversee specification and purchasing of printed publications and website management involving pass programs, reservations, gift cards and customer rewards and affinity programs.

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

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: 06/27/24

49,363

Albany, New York United States View Map