Contract Administration Manager II

TX-HHSC-DSHS-DFPS•Austin, TX

2d•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. The IT Contract Administration Manager II reports to the Director of IT Contract Management and Oversight section. This senior-level position is responsible for managing highly advanced and complex IT contracts from development through close-out in accordance with Information Technology Contract Management policies. This role ensures contractor accountability, maintains compliance with state and agency requirements, and supports the agency’s mission by securing and managing IT services that are critical to operations. The position requires advanced communication skills to convey complex information to diverse stakeholders and plays a key role in ensuring the integrity, efficiency, and compliance of IT contracts. This role operates with limited supervision and requires strong initiative, independent judgment, and the ability to work in a consultative capacity within and across teams. Selected candidate must be willing to work onsite from an HHS office location in Austin, Texas designated by the hiring manager.

Requirements

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 vendor’s performance; and of local, state, and federal laws and regulations relevant to the administration of state funds.
Skill in handling multiple projects, manage 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 five years of combined experience working directly in contract management or contract-related roles 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.
A minimum five years of direct experience working with IT contracts as a contract manager is preferred.
Experience managing IT contracts for a state agency or other governmental entity is preferred.

Responsibilities

Contract Oversight & Lifecycle Management - Serves as a mentor and advisor to team members at all levels. Serves as the primary point of contact for communication with contractors and agency stakeholders on all assigned contracts. Supports agency business needs during the acquisition phase by serving as a contracting subject matter expert. Maintains expert knowledge of contract terms, purpose, scope, requirements, deliverables, milestones, and expenditures on all assigned contracts. Develops and implements contract monitoring plans, risk assessments, monitoring reports, deliverable tracking, expenditure tracking, and vendor performance reports. Ensures contractor accountability through scheduled monitoring and enforcement of performance standards. Exercises appropriate remedies for performance deficiencies and escalate issues to System Contracting or Procurement and Contracting Services as needed. Monitors contract expenditures using agency accounting systems and reports. Verifies invoice accuracy and authorize payments in accordance with contract terms. Manages and documents contract changes through the amendment process. Oversees timely completion of services and deliverables throughout the contract term. Performs contract closeout procedures, including submission of vendor performance reports and compliance with record retention requirements. Coordinates Historically Underutilized Businesses (HUB) reporting for assigned contracts. (50%)
Contract Record Management & Compliance - Maintains accurate and up-to-date contract records in SCOR (contract system of record) and CAPPS Financials (financial system of record). Completes thorough reviews of contract documentation within 10 days of the contract’s effective date. Uploads and maintains all required documents in the appropriate SCOR sub-modules. Tracks and records deliverable status and lifecycle events such as inception, amendments, and closure. Ensures compliance with agency documentation standards, record retention policies, and applicable laws and regulations. Responds promptly and constructively to findings from audits and contract quality reviews and ensure documentation supports contract decisions and actions. Contributes to the continuous improvement of the department’s process knowledgebases. Maintains contract metadata reference resources to support consistency and accuracy across contract records. (30%)
Risk Management - Promotes best practices in contract management to mitigate risk throughout the contract lifecycle. Completes initial risk assessments and updates them regularly. Monitors and reassesses risk throughout the life of the contract. Escalates matters requiring supervisory or legal input when appropriate. Consults with System Contracting and legal counsel to address legal or compliance concerns. (10%)
Communication & Stakeholder Engagement - Maintains proactive and professional communication with all internal and external stakeholders. Leads post-award contractor conferences to ensure mutual understanding of performance and administrative expectations. Utilizes advanced communication skills to convey complex contract information to diverse audiences. Represents IT Contract Management in planning sessions, committees, and workgroups. (10%)

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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