Contract Administration Manager

Texas Health & Human Services Commission•Austin, TX

33d•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. Functional Title: Contract Administration Manager The contract administration manager I reports to the director of IT Contract Management and Oversight section; however, the contract administration manager I receives direction from a team lead position classified as a contract Administration manager II. This position performs advanced (senior-level) contract administration work that includes the execution and administration of contracts that are very large in scope, have a high degree of complexity, and have a total contract value not to exceed $10 million. Work involves developing, negotiating, executing, evaluating, and monitoring contracts. Work involves providing technical support for a wide range of information technology contracts. The position coordinates quality assurance activities. The position provides guidance on and reviews statements of work, including specifications, key performance measures, and special terms and conditions for the development of new or amended contracts. Ensures IT management understands and authorizes the contract terms. Obtains approval from Contracting Services (Legal Services) and Finance on respective aspects of procurement. Leads negotiation strategies, prepares contract documents, and performs quality assurance activities to ensure policy compliance in processing of IT contracts not to exceed $10 million. Renders opinions and advice regarding drafting and administering contracts and provides technical assistance in the development of contracts or amendments based on provider resources, services required, information supplied by bidders, and related procurement specifications. Coordinates with HHSC PCS and HHS system agencies regarding contract procurement and execution activities. Interprets federal regulations, state statute, agency administrative rules, and policies. Conducts reviews of contractor invoicing, fiscal data, and eligibility determinations for compliance with contract terms and department policies and processes. Verifies that contractors are meeting HHSC' performance expectations and mitigates concerns. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment Selected candidate must be willing to work from an HHS office located in Austin, Texas designated by the hiring manager.

Requirements

Advance knowledge in information technology
Advance knowledge of procurement and contract management and administration principles, policies, and procedures
Advance knowledge of negotiation strategies and techniques, of contract administration and cost monitoring for large scope or high-dollar value contracts; of systems and procedures used to evaluate vendors performance; and of local, state, and federal laws and regulations relevant to the administration of state funds
Skill in handling multiple projects, managing competing priorities, and meeting tight deadlines
Skill in conflict resolution and contract negotiations
Skill in communicating effectively both verbally and in writing
Ability to gather, assemble, and correlate data
Ability to exercise sound judgment in making critical decisions to analyze complex information and develop plans
Ability to interpret complex data
Ability to interpret and apply policies, procedures, and regulations
Ability to evaluate material data for reasonableness, necessity, and conformity with contract requirements
Requires current specialized certification as a Certified Texas Contract Manager (CTCM) or the ability to obtain within 12 months of employment.
A minimum of 5 years of combined direct experience in contract management, contract-related roles, or project management is required.

Nice To Haves

Preference given to candidates with additional certifications such as Certified Texas Contract Developer (CTCD).
Dual certified as a CTCD and a CTCM is preferred.
Experience working with Information Technology contracts and/or Health and Human Services programs preferred.
A minimum of three years of direct experience working with IT contracts as a contract manager or project manager is preferred.
Experience managing IT contracts for a state agency or other governmental entity is preferred.

Responsibilities

Works with the customer and IT staff to provide guidance for the completion of statements of work, performance measures, special terms and conditions for clear and concise inclusion in RFP-related documents.
Serves as a liaison between HHS agency leadership, division leadership, contractors, stakeholders, HHSC PCS, and customers.
Develops, executes, and manages complex IT contracts not to exceed $10 million, providing a broad range of services across multiple organizational departments, including the development of strategies and goals for administration of IT contracts.
Coordinates the investigation and resolution of performance concerns, discrepancies, complaints, or disputes by mitigating concerns, negotiating settlement agreements, or by canceling or terminating contracts as needed or upon request.
Provides input on contract budgets and budget allocations for proposed contract agreements, collaborates with the team lead (CAM II) and management to coordinate and monitor budget allocations, and offers proposed alternatives when appropriate.
Reviews and analyzes legislation related to purchasing, including tracking legislative bills and assisting with bill analysis.
Works with agency procurement staff to prepare for vendor conferences.
Works with agency procurement staff to plan response scoring guides; train evaluators and monitor evaluators' adherence to procurement and confidentiality requirements.
Drafts vendor performance and management documents as necessary.
Completes appropriate reports and documentation related to contract planning and tracking.
Provides guidance to contract specialist II, IV, and V positions on contract content and requirements.
Coordinates the development and training of staff regarding contract management roles and responsibilities.
Interprets program policies, procedures, state and federal regulations for internal and external inquirers.
Monitors legal and regulatory requirements pertaining to the performance of contract management.
Communicates with and obtains approval from IT management, Contracting Services (Legal Services) and Finance on respective aspects of the procurements and amendments, including contract terms.
Assists with the development of contract management and administration policies, processes, and procedures.
Reviews reports of statistical information related to program contracts ensuring data entries accurately reflect the status of contract activity.
Coordinates quality assurance activities regarding contract processing and administration by developing contracting quality assurance activities.
Coordinates technical reviews of contracts and related amendments verifying contract data meets performance, legal, and fiscal requirements described in the contract.
Uses internal quality review tools to review and evaluate compliance with contract management and administration criteria.
Identifies cost saving opportunities for initial contracts, contract extensions, and contract amendments as applicable, and may assist with and conduct research for special studies or surveys to identify process improvements.
Prepares and conducts presentations.
Reviews specifications for bids or solicitations and negotiates or communicates other contract terms.
Maintains contracts by negotiating contract options, amendments, and work plan changes.
Maintains documentation in each contract file; monitors contract performance by examining billings, fiscal data, performance, and eligibility determinations for compliance with contract terms; and resolving audit exceptions by defining causes of errors and recommending dispositions.
Uses automated databases to plan, track and complete required contract activities and ensures complete and thorough records are uploaded to the contract management database.
Prepares correspondence and reports according to designated procedures.
Represents the agency at contract planning sessions, committees, workgroups and meetings to address significant issues.

Benefits

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.

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