Contract Specialist II

Texas A&M University System•Austin, TX

1d•Onsite

About The Position

The Texas Division of Emergency Management (TDEM) is an emergency response entity and this status can affect working hours, travel and change in duties as needed. Extended hours may be required on occasion. This position will work with staff and stakeholders in the development and management of a broad range of contracts for TDEM. Work involves maintaining effective working relationships with various levels of management within TDEM, other project stakeholders, state agencies, private sector and/or the federal government to ensure the full execution and compliance of contract development. Coordinate, evaluate, plan, and develop standard and contingency contracts at various levels of completion for use by TDEM during a disaster, emergency or incident response. Monitor the progress and schedule of contracts. Facilitate the contract administration process, including data entry into contract management logs, maintenance of paper files, routing and approvals, and monitoring existing contracts. Set up and maintain account controls and records, and monthly/year end process and reports, etc. Works under supervision, with some latitude for the use of initiative and independent judgment. Salary is a fixed rate. This position is located on-site and not subject to telecommuting.

Requirements

Education – Bachelor’s degree in Business, Accounting, Finance or closely related field or equivalent combination of education and experience or an equivalent combination of education and experience.
Experience – Two (2) years’ progressively responsible work experience in accounting, business, finance reporting, financial systems, purchasing, contract development or contract administration.
Must be organized, flexible, and able to effectively prioritize in a multi-demand and constantly changing environment; able to meet multiple and sometimes conflicting deadlines without sacrificing accuracy, timeliness or professionalism.
Ability to effectively communicate, verbally and non-verbally, with tact and diplomacy; able to understand and effectively apply complex oral and written instructions and procedures.
Ability to construct and deliver clear, concise, and professional presentations and documents to a variety of audiences and/or individuals.
Knowledge of contracting and procurement regulations, business administration, accounting principles and practices and of policies and procedures related to contract management.
Ability to develop, evaluate, and edit contract requirements and specifications; to examine billings, fiscal data, and eligibility determinations for compliance with terms of the contract and policies and recommends cancellation of contracts when deviations occur.
Ability to quickly and efficiently access relevant information and be able to utilize and/or present research and conclusions in a clear and concise manner.
Working knowledge of, or the ability to rapidly assimilate and/or interpret information related to TDEM, State, and Federal regulations, legislation, guidelines, policies and procedures.
Ability to examine data/information, discern variations/similarities, and be able to identify trends, relationships and causal factors, as well as grasp issues, draw accurate conclusions, and solve problems.
Must exhibit and promote teamwork.
Ability to responsibly handle sensitive and confidential information and adhere to applicable laws/statutes/policies related to access, maintenance and dissemination of information.
Ability to work non-traditional hours, sometimes for extended periods, such as evenings, weekends, special events, etc., including the ability to operate outside of normal working hours on a twelve-hour shift during activations of the SOC, including emergencies and disasters.
Skill in the use of a computer and applicable software.
Requisite within twelve (12) months of employment to attain certification as a Certified Texas Contract Developer (CTCD).
Must complete ICS-100, ICS-200, ICS-700, and ICS-800 within twelve (12) months of employment.
Must complete ICS-300, ICS-400, FEMA Professional Series and ICS All Hazards Incident Management Course (305) or position specific training courses required within eighteen (18) months of employment.

Nice To Haves

Experience performing similar work for the State of Texas is preferred.
Additional work experience of the type described above may be substituted for the education requirement on a year-for-year basis.
Thirty (30) semester hours is equivalent to one (1) year of experience.
A completed advanced degree may be substituted in lieu of work experience.

Responsibilities

Prepares scope of work and specifications, drafts contracts, reviews terms and conditions, and makes recommendations.
Ensures contracts comply with Federal and State laws and other policy guidelines.
Assists in the development of bid evaluation criteria and requests and coordinates the modification of solicitation, contract boilerplate, and other contract-related documents.
Monitors status of contracts, including contract expirations, renewals, and extensions, and maintains contract files on databases and logs.
Assists in the development of and coordinate modifications to contracts and renewals of contracts.
Monitors contract performance by examining billings, fiscal data, and eligibility determinations for compliance with terms of contract and policies and recommends cancellation of contracts when deviations occur; may also monitor vendor performance per statewide established guidelines and report vendor performance as required.
Communicates regularly with stakeholders to facilitate and understand desired outcomes and ensure information is correct and meets expectations.
Assists in administration and analysis of project budgets and other related tasks.
Researches and reconciles invoice discrepancies.
Ability to travel (10%).
Performs related work and other duties as assigned.
Face-to-face and person-to-person interactions are required.
Maintain a regular course of attendance during assigned work schedule and work extended hours when needed.