AEP Contract Specialist

Texas Health and Human Services Commission•Austin, TX

20d•Hybrid

About The Position

Under the supervision of the Abstinence Education Program (AEP) Manager, the Contract Specialist V performs highly advanced (senior-level) Contract and Grant management activities for the Abstinence Education Program. This position coordinates, reviews and/or develops solicitations, contracts, and amendments by identifying provider resources, describing services to be rendered, evaluating information supplied by bidders, and negotiating contract specifications. Reviews and/or develops bid evaluation instruments, modifications of solicitations, contract boilerplates, and other contract-related documents using Health and Human Services Commission (HHSC)-approved tools, and ensures that competitive procurements meet HHSC procurement requirements, standards and timelines as well as applicable federal/state statutes, laws, and policies. Manages procurement-related meetings such as kick-off and pre-proposal meetings, post award conferences, team briefings, and evaluation scorings. Collaborates with program subject matter experts on the inclusion of program-specific information in procurement documents, and the development of review criteria and review tools. Acts as the liaison between contractors and program staff. Reviews contractor financial reports on a monthly, quarterly, and annual basis for compliance. Reviews contractor monthly invoices for accuracy and submits to HHSC Accounts Payable for payment. Assists in the evaluation of contract risk assessments and the development of a contract monitoring plan. Works on fiscal and programmatic monitoring and performs outreach with all contractors in a consistent manner to improve performance and accountability. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment. Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

Requirements

Graduation from an accredited four-year college or university required.
Five years of full-time professional experience in contract management, contract monitoring, fiscal monitoring, or procurement development required.
Experience and education may be substituted for each other on a year for year basis.
Certified Texas Contract Manager (CTCM) certification required.
Knowledge of state procurement and contract management requirements, regulations, and best practices;
Knowledge of negotiating contracts;
Knowledge of developing contracts;
Knowledge of business administration and accounting principles and practices;
Knowledge of policies and procedures of contract management.
Skill in the use of Microsoft Office, SharePoint, SCOR, CAPPS, and other applicable computer software.
Skill in communication including effective organization and presentation of information, both orally and in writing.
Ability to evaluate contracts and recommend future status;
Ability to interpret policies, procedures, and regulations;
Ability to evaluate fiscal data for reasonableness, necessity, and conformity with contract requirements;
Ability to write and edit contract requirements and specifications;
Ability to negotiate features of a contract;

Nice To Haves

Experience researching, evaluating, or administering state or federal programs preferred.
Experience managing contracts in a Texas state agency or HHS System environment preferred.
Experience responding to legislative inquiries, audit responses, public information requests, or Sunset review activities preferred.

Responsibilities

Performs comprehensive contract management duties for assigned contracts. Participates in the development of contracting activities such as, setting timelines and developing contract documents, including amendments and renewals. Performs contract closeout activities according to HHSC policy.
Maintains effective communication with contractors. Ensures timely review and response on all correspondence. Coordinates and/or prepares responses to contract issues, inquiries, and correspondence concerning contractors' functions and activities.
Conducts onsite or desk reviews: Ensure that any changes to the monitoring plan are pre-approved by management and documented accordingly. Provides follow-up technical assistance or training on issues cited in the monitoring review. Follow established procedures regarding timeframes associated with onsite or desk reviews.
Completes analysis of contractor performance by synthesizing contractor expenditure data, performance reports, quality management reports, and other pertinent data as it relates to contractor performance. Communicates the results and recommends actions on a routine basis to management and program staff as appropriate.
Team Orientation and Professional Development. Demonstrates commitment to the goals of the Abstinence Education Program, shows initiative to take on new projects, is team-oriented and committed to outstanding customer service, and focuses on promoting efficiencies and accountability. Actively participate in professional development opportunities, including required Certified Texas Contract Manager (CTCM) continuing education and HHSC required trainings.
Performs other duties as assigned by management timely and accurately.