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

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.

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 11 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 a 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 12 or higher. 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 11 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.

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: 11/04/24

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• New York State Parks, Recreation & Historic Preservation

• 518-474-0453

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