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

State of New York•Albany, NY

33d•$53,764 - $85,138

About The Position

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.

Requirements

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.

Nice To Haves

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.

Responsibilities

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.