CMS Project Assistant – Contract Management Systems (On-Site – Rensselaer, NY)

Location: Rensselaer, NY (On-Site Required)

Employment Type: Full-Time (40 hours/week anticipated)

Contract Term: Long-Term (Up to 5 Years)

Schedule: Monday–Friday, Business Hours

Compensation: Hourly (Commensurate with Experience)

Position Overview

AZH Consulting Corp is seeking a highly detail-oriented and experienced CMS Project Assistant to support the New York State Office of Children & Family Services (OCFS) Contract Management System (CMS). This role provides operational, technical, reporting, and administrative support for CMS and its interface with the Statewide Financial System (SFS).

The selected candidate will serve as a primary resource for CMS system administration, financial reporting, help desk support, user training, and system upgrade coordination. This position requires strong analytical capability, deep knowledge of New York State contracting processes, and advanced proficiency in Excel and Adobe PDF forms.

This is an on-site position located at 52 Washington Street, Rensselaer, NY. Candidates must reside within 50 miles or approximately one hour of the travel.

Key Responsibilities

1. CMS System Administration & Maintenance

• Develop, deploy, and maintain CMS user profiles and security permissions
• Maintain contract documents, contract budgets, and contractor profiles
• Manage contractor and contract contact records
• Administer task schedules and system holds
• Oversee security protocols and system access controls
• Ensure accuracy and integrity of CMS records and data
• Monitor system performance and identify anomalies

2. Operational Support & Help Desk Services

• Serve as a technical resource for internal staff and external vendors
• Provide first-line help desk support for CMS users
• Troubleshoot system issues, user access problems, and data discrepancies
• Escalate complex issues to ITS development teams when necessary
• Deliver exemplary customer service and professional communication
• Prepare system guidance documentation and FAQs
• Draft correspondence and memoranda for various stakeholders

3. Reporting & Financial Analysis

• Administer Prompt Contracting interest payment calculations
• Conduct agency-wide analysis of interest-eligible advances and expenditures
• Prepare and process the annual OSC Prompt Contracting Law Article XI-B mandated report
• Perform monthly Federal Funding Accountability and Transparency Act (FFATA) reporting
• Conduct detailed comparative analysis using contract, accounting, and financial report data
• Generate management information reports upon request
• Maintain reporting calendars and ensure regulatory compliance

4. Development & System Upgrade Support

• Support the Office of Information Technology Services (ITS) CMS project team
• Assist in design, testing, and implementation of CMS upgrades
• Prepare and review system requirements documentation
• Develop test scripts and use cases
• Coordinate and oversee User Acceptance Testing (UAT)
• Document test results and communicate findings to stakeholders
• Act as liaison between development teams and agency staff
• Assist in preparation of procedural manuals and technical documentation

5. End-User Training & Documentation

• Develop and deliver end-user training sessions
• Provide guidance on New York State contract administration procedures
• Update training materials based on system enhancements
• Create instructional guides and process documentation
• Ensure users are proficient in CMS functionality

Minimum Qualifications

Candidates must meet one of the following:

• Bachelor’s degree in Information Technology, Business Administration, Finance, Accounting, or related field

  OR

• Six (6) years of professional experience in IT, business systems, or administrative systems support

Additionally, candidates must possess:

• Minimum three (3) years of experience with New York State contracting processes
• Minimum three (3) years of experience creating, maintaining, and troubleshooting Adobe PDF documents and forms
• Minimum three (3) years of advanced Microsoft Excel experience (including complex formulas, pivot tables, financial analysis, data validation, and macros preferred)
• Minimum three (3) years of experience troubleshooting computer systems
• Minimum two (2) years of experience providing end-user training on software applications

Preferred Qualifications

• Experience supporting New York State agencies or public sector organizations
• Familiarity with Statewide Financial System (SFS)
• Experience with contract management systems
• Experience preparing regulatory or statutory reports
• Knowledge of Prompt Contracting Law requirements
• Experience with FFATA reporting
• Understanding of state procurement and financial compliance regulations
• Experience participating in UAT and system implementation projects

Technical Skill Requirements

• Advanced Microsoft Excel (complex formulas, pivot tables, financial modeling, reconciliation)
• Microsoft Word and PowerPoint
• Adobe Acrobat Pro (form creation and editing)
• Contract management systems
• Financial reporting tools
• Data validation and quality assurance processes
• Basic database concepts and reporting tools

Core Competencies

• Exceptional attention to detail
• Strong analytical and financial reasoning skills
• Excellent written and verbal communication
• Strong documentation and organizational skills
• Ability to work independently with minimal supervision
• Professional judgment and discretion handling confidential information
• Strong time management and prioritization skills
• Ability to manage multiple deadlines and reporting cycles
• Problem-solving and critical thinking ability
• High level of integrity and reliability

Work Environment Requirements

• On-site presence required in Rensselaer, NY
• Must be located within reasonable travel distance (50 miles or approximately 1 hour)
• Ability to work full-time schedule aligned with state office hours
• Occasional attendance at in-person meetings may be required

Physical Requirements

• Prolonged periods of sitting and working on a computer
• Ability to review detailed documents and spreadsheets
• Ability to communicate effectively in person and virtually

What Success Looks Like in This Role

• Accurate and timely financial reporting
• High user satisfaction with CMS support
• Zero compliance issues in statutory reporting
• Smooth coordination of system upgrades
• Clear and effective training delivery
• Strong partnership with agency leadership and ITS teams