Administrative Services Officer

TX-HHSC-DSHS-DFPS•Austin, TX

3d•Hybrid

About The Position

The Administrative Services Officer (ASO) for Contracts is under the general supervision of the Regional Administrative Services (RAS) Director of Central Office. The ASO administers and direct contract support services including advising and supporting the Certified Texas Contract Managers (CTCM) and Business Service Managers (BSM’s), assisting with regional operations, implementation of procedures and policies, evaluating regional functions, providing training, and analyzing comprehensive and historical data. Responsible for employing appropriate organizational and management skills to carry out policies, procedures, and standards. Plans, assigns, evaluates, and may supervise the work of others. Monitors statewide assignments and reports including the System of Contract Operation and Reporting (SCOR) System. Develops and maintains good working relationships with staff, peers, management, vendors, community leaders, advisory groups, and elected officials including county judges and state legislators. Often represents RAS on committees and workgroups and at agency and community meetings. Assist other agencies in coordinating facility-related projects to meet the needs of the program and their client service initiatives.

Requirements

Knowledge of local, state, and federal laws and regulations relevant to business services, facility operations, and business management.
Knowledge of the programs of the Texas Health and Human Services
Knowledge of the principles of effective management, to include organizing, coordinating, planning, scheduling, and implementing initiatives policy and procedures.
Knowledge of contract management, facility leasing and facility management
Skill in both written and oral communications and experience with giving presentations to varying audiences.
Skill in the use of standard agency computer hardware and software such as Microsoft Office Suite.
Skill in the use of agency applications SCOR and Share Point system for oversight and management of tasks, assignments, and Regional data.
Ability to establish program goals, objectives, plan and oversee organizational studies and work groups.
Ability to review and evaluate processes to identify issues and implement corrective action plans.
Ability to manage multiple tasks requiring flexibility in work prioritization.
Ability to identify problems, develop and evaluate policies and procedures, and implement effective solutions.
Ability to develop clear and concise reports, forms, and assignments to distribute or interpret and make recommendations for system wide changes.
Ability to plan, assign/ or supervise the work of others.
Ability to exercise sound judgment in evaluating agency functions and activities and make independent decisions in accordance with established policies and procedures.
Ability to establish and maintain effective working relationships with customers, staff, peers, management, and external contacts.
Ability to travel locally and across the state which may include overnight stays.
Ability to work outside normal business hours as required.
Ability to communicate effectively orally and in writing as demonstrated in the application.
Valid Class C Texas Driver’s License
Certified Texas Contract Manager
High School diploma or GED is required.
Must be a current Certified Texas Contract Manager (CTCM).
Must have a minimum of 5 years experience in contract management which includes experience managing service and bilateral contracts.
Experience in computer usage including Microsoft Office Suite.

Nice To Haves

Preferred Certification – Certified Texas Contract Developer (CTCD)

Responsibilities

Regional Coordination - Establishes goals and objectives; develops work groups including schedules, priorities, and standards for accomplishing contract related tasks including new processes, vendors, statewide agency support projects, and disaster support functions. Includes reviewing and development of procedures and processes to meet agency and customer needs. Reviews and assesses current and new management practices for daily operations. Coordinates activities to ensure consistent training, procedure efficiency, and effectiveness. Uses the SCOR system and SharePoint daily for tracking and analyzing and incident information. Establishes goals and objectives for standardized business and contract practices among all regions to ensure consistency in RAS service delivery across the state. Creates and leads workgroups, setting schedules and priorities to develop new processes, discuss vendor performance strategies, develop statewide projects in support of HHS agencies, and review RAS disaster support responsibilities and procedures. Implements new forms, processes, and customer service objectives, and gathers report and assignment information from each region to combine for upper management.
Contract Services Leadership- Develops and approves work group schedules, priorities, and standards for achieving assigned responsibilities; evaluates regional business contract performance activities for all regions, including recommendations for corrective actions on any identified issues or findings. Conducts calls( phone and video) with CTCM’s and BSM’s to convey priorities and special instructions, as well as yearly meetings with entire CTCM staff to discuss procedures, work groups, projects, and service delivery. Conducts CTCM meetings and communicates information to staff to assist them in the completion of daily activities and assignments. Organizes, trains and mentors BSM’s and CTCM’s to meet operational requirements. Exercises problem solving and conflict resolution skills. Reviews and analyzes statewide responses to assignment information. Monitors assignments to ensure timely and successful completion. Coaches and mentors BSM’s and CTCM’s and assist them with department work practices, efficient task completion, and quality customer service. Provides consulting for CTCM’s on regional project implementation, procedures, reports, monitoring, and daily functions.
Process Management - Continuous evaluation of RAS forms and processes to determine best practices, identify inefficiencies, and consult with peers on process improvements. Reviews proposed policies, legislation, Comptroller guidelines, and new procedures for impact to the unit operations. Leads the implementation of any projects, policies, legislation, or regulations required for compliance. Prepares productivity/performance reports, conducts regional reviews, participates in internal audits to monitor and ensure efficient and compliant procedures. Communicates with peers, CTCM’s, BSM’s, customers, and management to share information, answer inquiries, resolve issues, and escalate cross-department concerns. Maintains current knowledge of all HHS agencies and any unique program requirements in order to provide the most appropriate customer service. Coordinates statewide contract management meetings, trainings, and workgroups. Participates in agency workgroups; communicates regularly with other Agencies to assist them with program goals. Advises and presents information to the Regional Directors (RD’s) and Executive Management on recommended changes to procedures, work group functions and changing business practices among the regions. Reviews and assesses current and new management practices for daily operations.
Communication Management - Maintains working relationships with Procurement and Contracting Services (PCS), Health and Human Services (HHS), Department of Family Protective Services (DFPS), Accounts Payable (AP) and the Comptroller to assist with Agency support and objectives. Reviews and examines wide ranging complex data and reports to present finding to RD’s, BSM’s and CTCM’s. Communicates frequently with CTCM’s, BSM’s, RD’s and Central Office Staff to develop organizational change strategies, assignments, discuss work groups and review survey results. Advocates with PCS for the needs of HHS program contracts and requisitions. Ensure program leadership is informed when there is a need for emergency contracts or procurements. Keeps higher management informed of any issues that may be escalated or may impact the overall division or agency. Is an authorized user of the SCOR and CAPPS 9.2 system.

Benefits

comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more

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