Overview
Contract Administration Specialist Jobs in City of Albany, New York, USA at New York State Industries for the Disabled, Inc. (NYSID)
Location: City of Albany
Summary: This position involves facilitating the contract administration process through the handling of detailed and complex contract reviews. Duties include coordinating the contracting process from inception to execution, maintaining a database of members, customers, and contracts, establishing and maintaining assigned contract files, monitoring and preparing assigned contracts for execution in accordance with contract specifications, terms, and conditions. The Contract Administration Specialist acts as a liaison between NYSID and its Members, Corporate Partners, customers, and oversight agencies to ensure precise execution of the contracting process.
Essential Functions and Responsibilities:
Review new contract application packages for completeness (i.e. inclusion of cost analysis, equipment details, supply lists, wage breakdowns, paid leave breakdown, subcontracting, overhead breakdown, etc.).
Ensure Member Agency or Corporate Partner is made aware of all contract specifications.
Initiate renewal process of all assigned contracts in accordance with departmental procedures including customer notification, price negotiation between customers and members, solicitation of customer price concurrence, and compiling application package.
Complete NYS procurement forms (i.e. Lobby Law 139, MWBE waivers, etc.).
Review cost analysis on services contracts for accuracy of wage, supplements, and labor hours paid time, fringe, insurance, equipment, supplies, and overhead.
Enter contract information into the database.
Ensure that proper documentation and justification for contract price changes are compiled and prepared for state approval; support price negotiation before application is submitted.
Prepare and submit packages to OGS with necessary documentation (i.e. prior OGS approval (if applicable), OGS Forms 1-4 with all pertinent back-up, prevailing market justification information, overhead breakdown form, ACCES-VR approval (if partnership)).
Monitor contracting process to ensure timely execution including document review, notarization, and registration of assigned contracts.
Monitor prevailing wages and CPI for all existing service contracts.
Review and compare FTEs.
Monitor receipt of documents from Members and Corporate Partners requested by oversight agencies (i.e. OSC VRQ, ACCES-VR partnering letter).
Confirm with NYSID Internal Controls Specialist that all insurance coverages are in place.
Interact regularly with customers and member agencies to resolve contractual and service issues.
Work with accounting to resolve billing issues or non-payment issues including notification of frozen fees.
Forward to Member and Corporate Partner agencies copies of all awarded contracts to assure Member and Corporate Partner compliance with contract requirements.
Other duties as assigned.
Travel as required.
Qualifications:
Associates or Bachelor’s degree preferred. Three to five years’ experience in a contract administration or financial administration function.
Notary Public designation preferred.
Should be a self-starter and self-motivated; have the skills necessary to give attention to details; and demonstrate strong communication and organizational skills.
Ability to project a friendly, business-like presence both on the phone and in person.
Proven problem-solving and mathematical ability.
Ability to manage multiple tasks in a fast-paced, high-volume work environment.
Proficiency with various computer software applications including computerized accounting systems, databases, spreadsheets, and word processing (preferably Microsoft Office Suite).
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Title: Contract Administration Specialist
Company: New York State Industries for the Disabled, Inc. (NYSID)
Location: City of Albany, New York, USA
Category: Business (Office Administrator/ Coordinator, Business Administration), Administrative/Clerical (Office Administrator/ Coordinator, Business Administration)
