Contract Administration Manager I

TX-HHSC-DSHS-DFPS•Austin, TX

1d•Onsite

About The Position

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our 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. Explore more details on the Benefits of Working at HHS webpage. Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people’s lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of teamwork? HSCS is dedicated to building an atmosphere where employees feel valued and supported while providing specialized care for Texans in need. HSCS is comprised of ten psychiatric hospitals, two youth residential treatment facilities, and thirteen state supported living centers. Psychiatric hospitals are a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. They provide state-of-the-art treatment that is recovery-oriented and science-based. If providing hope and healing through compassionate, innovative, and individualized care interests you, we welcome your application for the position below. The Contract Administration Manager reports to the Contracted Services Manager. This position serves as the team lead provides guidance, and direction related to the requirements associated with procurements, contracting and other responsibilities of other program services related to procurement and contracting for contracted inpatient psychiatric beds. This position develops and maintains systems to ensure timely and accurate reporting and receipt of deliverables, collaborates and provides support of contracting and procurement requirements updates to the Contracted Services Manager and other decision-makers. This position ensures that contracting policies, procedures and contract-related documents evolve to meet the needs of the system, regulators, agency and stakeholders. This position works in collaboration with all Contracting Services staff to ensure procurement and contracting documents address the needs and challenges of the program to promote evolvement and consistency of the changing environment of the program. Performs other duties as assigned. Other duties as assigned include actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.

Requirements

Knowledge of HHSC and Health and Specialty Care System (HSCS) programs, applicable standards, policies, functions, and the mission and agency role in meeting the program's health objectives and priority health outcomes.
Thorough knowledge of contracting regulations, of developing contracts, of business administration and accounting principles and practices, and of policies and procedures of contract management and administration.
Knowledge of audit principles, process improvement, and quality management.
Knowledge of competitive solicitation processes and state procurement procedures.
Knowledge of the State of Texas budgeting and other financial policies and procedures.
Thorough knowledge of organizational planning, organizational development, and implementation methods needed to establish and administer a complex and comprehensive delivery system.
Working knowledge of Texas legislative processes and public accountability systems.
Knowledge of state and federal legislation as they relate to HHSC services and state and federal laws, agency regulations, policies, rules and requirements pertaining to the provision of health services.
Knowledge of HSCS Contracted facilities.
Skill in management principles and practices. Skill in project management and prioritization.
Skill in problem solving and conflict resolution.
Skill in communication includes effective organization and presentation of information, both orally and in writing.
Skill in preparing written analyses and administrative reports and special projects as assigned.
Skill in analyzing and solving problems and making recommendations affecting overall contracting activities; and comprehensively and accurately evaluating different types of administrative reports.
Skill in providing leadership and managing diverse program and administrative personnel in a team environment; communicating on issues and coordinating oversight across multiple cross-functional divisions.
Ability to write and edit contract requirements and specifications.
Ability to interpret policies and develop effective operating procedures for the Contract Services Section as it relates to contract management.
Ability to evaluate and monitor contractor performance and provide recommendations.
Ability to deal effectively with state and local officials and the public.
Ability to lead or work as part of a team.
Ability to perform and prioritize multiple tasks, assignments and projects.
Ability to interpret and apply federal and state statutes, regulations, agency rules, policies and procedures related to contracts.
Ability to evaluate financial data for reasonableness, necessity, and conformity to contract requirements.
Ability to make independent and sound technical judgment and to analyze new situations when they are encountered.
Certified Texas Contract Manager, Certified Texas Contract Developer Certification Required
5 years’ experience in Contract Management, Contract Development, Solicitation Procurement
5 years’ experience in Client Services Interlocal, Interagency and Private vendor contracts including contract cycles, billing, deliverables and expense management.
5 years’ experience analyzing budgets and financial reports.

Nice To Haves

Experience in Health and Specialty Care System (HSCS) programs, applicable standards, policies, functions, and the mission and agency role in meeting the program's health objectives and priority health outcomes preferred.

Responsibilities

Attends work on a regular basis and may be asked to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.
Collaborates and coordinates with the Contracted Services Coordinator, Contract Specialist V, Contract Specialist III, Financial Examiner and Compliance Specialist staff. Serves as the team lead and provides direction related to contracted inpatient hospital bed contracts. Provides technical assistance and oversight of the operations of the contracted inpatient hospital beds and related contracts. This includes developing and maintaining systems to ensure that contractors’ performance is in line with current contract documents, overall vision, regulations and agency expectations/direction. In alignment with HHSC PCS Policies and Procedures and in collaboration with the designated unit Contract Services Manager, maintains up to date contract documents that reflect appropriate requirements. Develops Requests for Information and (RFI), quantifies potential contractors, develops requests for Bid (executing RFP's), holding bid conferences and participating on bid award committees. Ensures that contracts are structured to maintain high quality, effective services and efficient use of state resources. Maintains systems to oversee compliance and support effective collaboration and communication. Develops and approves contractor schedules, priorities, and standards for achieving goals as needed. Ensures timely and accurate contractor feedback and performance evaluation activities. Develops and maintains guidelines, procedures, policies, rules and regulations. Develops and maintains appropriate goals and objectives. 30%
Develops and maintains systems and processes to ensure timely and accurate reporting and receipt of deliverables. This includes both regularly scheduled reports and deliverables as well as incident/need specific reports related to risk management, physical plant, and patient safety-related incidents. Ensures appropriate fiscal oversight including evaluation of budget-related requests, monitoring of expenditures, and makes adjustment as necessary. Audits invoicing for accuracy, resolves billing errors and negotiates with contractor regarding disputed invoicing and settlement. Thoroughly reviews and approves documents to ensure timely and accurate submissions that minimize the risk of audit or regulatory findings. Provides technical assistance and support for contractors not meeting expectations related to deliverables and reporting. Will work collaboratively with team contract manager to appropriately document and address lack of compliance with contract deliverables, reporting and budgeting/payment. 25%
Ensures that policies, procedures and contract-related documents evolve to meet the needs of the system, regulators, agency and stakeholders. Updates policies and procedures. Work involves preparing reports, position papers, and analyses. Provides data, insight and contracting knowledge to inform and advise executive leadership and other decision-makers in understanding contract terms, conditions and suggests authorizing or rejecting proposed contract terms when appropriate. This position will at times perform onsite surveys of contractor’s facilities to ensure adherence to standards of performance and contract terms agreed upon. Oversees continuous process improvement activities, recommends improvements and executes changes as needed. Makes recommendations for needed changes and resources including legislative appropriations requests (LAR) as needed. 15%
Represents the Contracted Services Team and HSCS-State Hospitals by making presentations, effectively leading and participating in committees and workgroups, providing timely information and collaborating with partners to address challenging and technical issues. Enthusiastic leader that effectively builds and maintains relationships across a variety of internal and external professionals. The Contract Administration Manager will help diverse groups address challenges, transform to meet the needs of a dynamic environment and efficiently meet the needs of the people we serve, state hospital leadership, clinical staff, community-based providers, other agency programs, and the judicial system. 15%
Responds to requests by the legislature and public officials, agency staff, consumers and family members. Communicates verbally and in writing in an effective manner. Establishes and implements effective processes, builds strong relationships, and ensures timeliness and accuracy. Effectively coordinates with other state hospital staff and other HHS agency staff. 10%
Performs other duties as assigned. Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. 5%