Description

Duties Description

The Contracts and Procurement Unit Coordinator (Health Program Administrator) perform analytical and administrative work to support the Division’s procurement and contract management functions within the Finance Operations Branch. The position assists in developing and reviewing solicitations, monitoring contract performance, and ensuring compliance with state procurement laws, policies, and internal controls. Working under the direction of the Unit Chief, the Coordinator manages documentation, tracks milestones, and liaises with vendors and program staff to ensure timely, compliant, and cost-effective acquisition of goods and services. The position requires attention to detail, effective communication, and strong organizational skills to maintain the integrity and efficiency of the Division’s fiscal operations.

Work involves a combination of analytical, administrative, and procedural responsibilities requiring knowledge of state procurement laws, fiscal management practices, and internal control standards. Assignments require independent judgment in interpreting procurement guidelines, reconciling contract data, and resolving routine discrepancies within established frameworks. The position frequently coordinates multiple concurrent procurement and fiscal activities under time-sensitive deadlines, balancing accuracy, compliance, and operational needs. Consequences of error include financial loss, audit findings, and delays in program operations; therefore, attention to detail, thorough documentation, and adherence to policy are essential. The incumbent applies established procedures and state policies but must exercise initiative and problem-solving skills to adapt workflows and identify process improvements within the Unit’s operations.

Major Functions And Associated Duties

Contract Development and Administration: Prepares, reviews, and organizes solicitation documents including RFPs, IFBs, RFQs, and sole/single source justifications; ensures compliance with State Finance Law, OGS, and Department procurement policies; assists program staff in defining project scope, deliverables, and evaluation criteria.

Contract Monitoring and Compliance: Tracks contract milestones, deliverables, and expenditures; reviews vendor invoices and performance reports; prepares summaries for management review; ensures accurate documentation and adherence to internal control and audit requirements.

Procurement Coordination and Vendor Liaison: Manages purchasing and procurement actions for commodities and services; reviews requisitions for accuracy and policy compliance; conducts market research and price comparisons; serves as liaison with vendors, program units, and oversight agencies to resolve procurement issues.

Administrative and Operational Support: Maintains organized procurement records and tracking systems; compiles data for internal reports and external submissions; supports workflow coordination and process improvement initiatives; assists in staff orientation and training on procurement procedures and documentation standards.

Qualifications

Minimum Qualifications

Permanent Transfer Candidates: Current NYS Department of Health employee with one year of permanent or contingent permanent, competitive, service as a Health Program Administrator, SG18 OR a current NYS employee with one year of permanent or contingent permanent, competitive, service in a title eligible to transfer under Section 52.6, Section 70.1, or Section 70.4 of the NYS Civil Service Law to Health Program Administrator, SG18, Health Program Administrator Trainee 1, NS, or Health Program Administrator Trainee 2, NS.

Non-Competitive Candidates Via NY HELPS Program

Health Program Administrator: Six years of experience* in the administration, supervision, and oversight of agency programs including but not limited to the design, implementation, administration, management, operation, and assessment of program effectiveness.

Health Program Administrator, Trainee 2: Five years of experience* in the administration, supervision, and oversight of agency programs including but not limited to the design, implementation, administration, management, operation, and assessment of program effectiveness.

Health Program Administrator, Trainee 1: Four years of experience* in the administration, supervision, and oversight of agency programs including but not limited to the design, implementation, administration, management, operation, and assessment of program effectiveness.

Substitution: An associate degree may substitute for two years of experience; a bachelor's degree may substitute for four years of experience; a master's degree may substitute for five years of experience; and a doctorate may substitute for six years of experience.

Preferred Qualifications: Certifications / Licenses: Certified Public Procurement Officer (CPPO) or Certified Professional Public Buyer (CPPB) preferred.

Experience: Minimum of two years of experience in procurement, contract management, or a related field; Experience in a government or public sector environment is highly desirable.

Knowledge / Skills / Abilities: Strong understanding of procurement processes, state guidelines, and financial regulations; Excellent organizational and documentation skills; Ability to review and interpret contracts, proposals, and bids; Proficient in using procurement software and financial management systems; Strong communication and interpersonal skills for effective vendor and stakeholder liaison; Ability to work collaboratively in a team environment and support administrative functions efficiently.

Additional Comments

Health Emergency Management Statement: All Division of State Emergency Medical Services staff are expected to participate in emergency management activities as part of their roles. While not all positions require regular deployment to disaster sites, all employees may be subject to 24/7 recall for emergency operations. This may involve irregular work hours, duties outside of the official position description, and assignments at locations other than the designated duty station. Travel in support of emergency operations may be extensive (lasting from days to weeks), with little advance notice, and may involve relocation to sites with physically demanding and challenging operational conditions.

This position is part of the NYS HELPS program. No examination is required.

This position may require travel throughout New York State including overnights to areas not served by public transportation.

We offer a work-life balance and a generous benefits package, worth 65% of salary, including:

Holiday & Paid Time Off
Public Service Loan Forgiveness (PSLF)
Pension from New York State Employees’ Retirement System
Shift & Geographic pay differentials
Affordable Health Care options
Family dental and vision benefits at no additional cost
NYS Deferred Compensation plan
Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds
And many more...

The NYS Department of Health is committed to making New York a safer, healthier, and more equitable place to live. Understanding health equity, social determinants of health and health disparities is critical to accomplish our goal of eliminating health disparities. For more information on the NYS Department of Health’s Mission, Vision, Values and Strategic Plan, please visit: https://health.ny.gov/commissioner/index.htm

If you require reasonable accommodation to complete a job application, a job interview or to otherwise participate in the hiring process, please contact by phone 518-486-1812 or email doh.sm.reasonable.accommodation@health.ny.gov to make a request.

NYS Department of Health does not participate in E-Verify and does not sponsor visa applications.

For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.

State EMS Contracts and Procurement Unit Coordinator (Health Program Administrator) (NY HELPS) - 52405

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