Contract Manager

TX-HHSC-DSHS-DFPS•Austin, TX

2d•Hybrid

About The Position

With minimal supervision and significant latitude for initiative and independent judgment, the Contract Manager performs advanced, senior-level technical and consultative work to oversee daily operations and contract management activities from development to closeout within the Substance Use Contracts Management Area. The Contract Manager serves as the lead contact on assigned contract(s), provides leadership and support in contract management by engaging in activities such as contract and amendment development, procurement, budget reviews, identify funding allocation discrepancies and ensure resolution, quality management, contract monitoring to include enhanced monitoring based on agency policy or performance, and other relevant tasks as mandated by HHSC (Health and Human Services Commission) policy. The Contract Manager is responsible for analyzing contractor performance by reviewing expenditure data, performance reports, and other pertinent information. Additionally, the role involves recommending remedies or other enforcement actions to ensure compliance with the terms and conditions of assigned HHSC agency contracts. The Contract Manager facilitates communication and collaboration between all contract stakeholders and serves as the lead point of contact for all contractual accountability activities between HHS and contractors. The Contract Manager is the liaison between contractor and internal stakeholders. Responsible for implementing goals and objectives, developing milestones, collaborating with stakeholders on developing contract guidelines, policies, and procedures, and establishing schedules, priorities, and standards to achieve performance measures. Monitors contract compliance with federal and state laws, regulations, guidelines, and agency policies.

Requirements

Knowledge of medical and social services programs, including applicable standards, policies, functions, missions, and objectives.
Thorough knowledge of management theory and practice, encompassing fiscal management, process improvement, quality assurance, public information, and public administration.
Thorough knowledge of organizational planning, development, and implementation methods necessary to establish and administer a complex and comprehensive delivery system.
Working knowledge of substance use prevention, intervention, and treatment programs, along with an understanding of community center board governance, Texas legislative processes, and public accountability systems.
Knowledge of state and federal legislation and litigation relating to laws, regulations, policies, and requirements governing medical and social services programs and contracting processes.
Ability to effectively engage with state and local officials and the public.
Ability to organize and present information effectively, both orally and in writing.
Ability to prepare administrative reports and special projects as assigned.
Ability to interpret policies and develop effective operating procedures for substance abuse programs and services.
Ability to analyze and solve problems, make decisions impacting departmental operations, and comprehensively evaluate reports.
Ability to provide leadership in a team environment, communicate issues, and coordinate oversight across multiple cross-functional divisions while managing multiple tasks and projects.
Ability to interpret and apply federal and state statutes, regulations, agency rules, and policies related to the use of substance use contracts.
Ability to utilize electronic systems such as CAPPS, SCOR, CMBHS, and BHSMS to manage programmatic and contract-related information in compliance with HHS requirements.
Experience Managing contracts and projects
Experience developing contracts, amendments or solicitations.

Nice To Haves

Certified Texas Contract Manager (CTCM), preferred.
At least 2 years of contract manager experience, preferred.

Responsibilities

Acts as the lead in contract management, overseeing contractor performance and expenditures while providing technical assistance.
Conducts quality assurance on report cards, tracks budget and performance data, and monitors deliverables.
Engages in risk management and compliance monitoring, coordinates approvals, and provides status updates on approvals and performance measures.
Facilitates communication through vendor calls and stakeholder feedback to communicate and confirm the health of the contract.
Collaborate with relevant parties during on-site or desk reviews and addresses audit findings by defining requirements and recommending appropriate actions.
Lead and coordinate post-execution contract management activities for complex substance use disorder contracts, including kick off meetings, ongoing contract status reviews, and issue resolution with program staff and contractors.
Provide advanced support for post-award contract administration, including interpretation of contract terms, coordination of amendments, and resolution of complex compliance, payment, or performance issues.
Serve as a subject-matter expert for contract monitoring activities, including participation in internal reviews, assessment of contractor risk, and support of enhanced monitoring or corrective action processes.
Develop, implement, and maintain contract administration policies, procedures, tools, and guidance specific to substance use contracts, ensuring alignment with HHSC requirements, funding source rules, and program operations.
Support consistency and quality across the SU CMA by identifying process gaps, recommending improvements, and assisting with the development of standardized contract management practices.
Ensure invoices are accurate and aligned with payment terms, and approve invoices/claims for payment.
Monitor the budget closely, and resolve any disputes that may arise.
Maintain comprehensive records of financial transactions and facilitate the approval process and ensure changes are implemented resulting from the budget program adjustments, and ensuring all necessary documentation is completed.
Acts as the primary point of contact for HHSC management, PCS, and Contract Liaisons on contract management and development activities.
Engages in written and oral communication with contractors to ensure accountability between the State and contractors.
Ensures continuity of operations during emergencies or catastrophic events, facilitating the delivery of financial and programmatic technical assistance and training with relevant agency programs.
Provides guidance to internal and external customers on contract administration, policies, and procedures while delivering high-quality customer service through prompt responses to inquiries, proactive problem-solving, and ongoing improvements within the unit and program areas.
Responsible for all contract development activities, including creating and amending contracts, collaborating with internal stakeholders to develop scopes of work, and conducting budget reviews.
Identify the need for contract action, prepare contract packets, and schedule kickoff meetings.
Negotiate terms of new or amended contract packets.
Collaborate with areas of HHSC to revise scopes of work as needed, adhering to department, state, and federal contracting policies.
Facilitate approval processes, validate contract setups, and communicate contract changes effectively to contractors and staff.
Project expenditures to ensure proper fund usage and routinely share findings and recommendations with program and agency staff.
May manage special projects as needed, prepare correspondence and reports, and analyze data to compile statistical reports or surveys using Word, Excel, or other relevant applications.
Coordinates and implements changes in response to new federal and state laws, regulations, and agency policies.
Complete other duties as assigned.

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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