Contract Administration Manager I

TX-HHSC-DSHS-DFPS•Austin, TX

77d•$6,378 - $10,786•Hybrid

About The Position

The Texas Health and Human Services Commission (HHSC) Access and Eligibility Services (AES) Office of Administration (OA) seeks a highly qualified candidate to fill the position of Contract Administration Manager within the Contract Operations, Eligibility Operations and Disability Determination Services (EODDS) Contracts Team. OOA is driven by its mission to lead with integrity and professionalism while supporting all stakeholders to provide excellent customer service. This position makes a significant contribution to OOA's mission by performing advanced (senior-level) contract administration work with the highest level of accuracy, timeliness, and in accordance with HHSC standards. The position provides comprehensive oversight, leadership, and strategic planning for a portfolio of AES contracts. Responsibilities include overseeing the work of contract management professionals towards the achievement of contracting objectives and goals; development and maintenance of the internal contracting standards; developing relationships across divisions and agencies to ensure program, project, and contract activities are collaborative and coordinated among impacted parties; development of short and long-term strategies and goals for the administration of contracts; ensuring accountability and responsibility for performance results; exercising sound judgment in making critical decisions and analyzing complex information; interpreting state and federal laws, rules and regulations; applying appropriate intervention and administrative remedies; development of comprehensive plans and standards for ensuring procurements, contracts, and amendments are developed thoughtfully and executed expeditiously; and ensuring all procurement and contract-related tasks are performed with the highest level of accuracy and in accordance with HHSC standards.

Requirements

Knowledge of the principles and practices of contract administration, management, and monitoring.
Knowledge of contract performance analyses and monitoring procedures.
Knowledge of state and federal laws, rules, regulations, policy and procedures relevant to contracts.
Knowledge of policies, functions, and operations of governmental entities.
Skill in critical thinking.
Skill in communicating effectively both orally and in writing.
Skill in establishing and maintaining effective working relationships.
Skill in operating a personal computer.
Skill in time management.
Skill in project management.
Skill in effective oversight to include planning, development and implementation of systems and processes.
Skill in the use of standard office equipment and software.
Skill in excellent oral and written communication.
Ability to identify and analyze problems, evaluate alternatives and propose effective solutions.
Ability to prioritize and complete multiple tasks within tight deadlines.
Ability to interpret and analyze statutes.
Ability to analyze, evaluate and summarize management records for accuracy and conformance to procedures, rules, and regulations and to draft clear and concise reports and correspondence regarding findings.
Ability to interpret rules, regulations, policies, and procedures.
Ability to deal effectively, courteously, and discretely with staff and the public through telephone, email, and personal contact.
Ability to work independently within the context of role expectations and responsibilities.
Ability to maintain confidential information.
Must possess a current and valid Certified Texas Contract Manager(CTCM) certification issued by the Texas Comptroller's Office or secure CTCM within 12 months of hire date.
Application: Correctly and complete application.
Education: Bachelor's degree from an accredited university or college OR Four (4) years of relevant experience in lieu of a degree.
Experience: At least three (3) years' experience managing solicitations, contracts, or amendments, or three (3) years' experience working with HHSC programs, and 1-2 years of management experience preferred.

Nice To Haves

1-2 years of management experience preferred.

Responsibilities

Oversees the operations and activities of managing and monitoring contract performance.
Oversees the coordination and communication, individually and collectively, with AES program area staff, contractors, and state and local agencies to identify needs, resolve problems, and monitor and discuss effectiveness of programs and services.
Leads a team of contracting professionals to initiate, manage, and perform contract management and monitoring activities to determine if contracts follow the terms and conditions of the contract, including applicable state and federal regulations.
Examines and analyzes management operations, internal control structures and systems, and accounting records for reliability, adequacy, accuracy, efficiency, and compliance with contract and legal regulations.
Provides consultation and technical assistance to contractors on contract issues to prevent noncompliance.
Evaluates system and process controls to ensure reliable validation of deliverables.
Assesses progress toward successful completion of performance requirements and outcomes.
Participates in the analysis of contractual issues and oversees the preparation of reports of findings and recommendations.
Reviews contractors' data from multiple data systems for all service areas, determine trends, and makes recommendations for improvements and/or plans of correction to resolve operational and compliance problems.
Coordinates and/or prepares responses to issues, inquiries and correspondence concerning contractor's functions and activities.
Collaborates with program area staff to coordinate reviews, consultation, and technical assistance.
Meets with contractors and representatives of governmental agencies to answer contract questions.
Monitors plans of correction to ensure improvements are sustained.
Oversees risk assessments and determines the methodology and frequency of monitoring activities, which may include but is not limited to, billing validation, on-site visits, desk reviews, process improvement monitoring, and team approach monitoring.
Monitoring activities will include fiscal monitoring, programmatic monitoring, and administrative monitoring to meet required internal control components, including financial and accounting controls, administrative controls, organizational controls, and program and operational controls.
All monitoring findings will result in follow-up actions to ensure findings are resolved.
Collaborates with program area staff to identify and resolve issues.
Collects information and prepares responses as directed by leadership.
In coordination with the contract teams and program area staff, ensures the completion of the risk assessment tool for all applicable contracts to prioritize monitoring activities and establish monitoring plans.
Coordinates with the staff to document the contracts that will be monitored during and established timeframe, document the monitoring activities developed for individual contracts based on the complexity, value, and risk of the contract, and tracks the status and progress of monitoring requirements.
Facilitates contract termination and closeout, including the review and analysis of all program reports and actions, equipment reconciliation (if applicable), and record disposition according to contract terms.
Serves/participates on committees regarding assigned contract/program area, new departmental statewide initiatives, and redesign of contract related processes, to include the development and implementation of effective techniques for evaluating performance and compliance.