Contract Specialist IV

Texas Health & Human Services Commission•Austin, TX

32d•Remote

About The Position

Under the supervision of the Substance Use Contract Management Area, the Contract Specialist IV performs complex professional level consultative services and technical assistance work with substance abuse prevention, intervention, treatment and programs involving contract development and procurement. Performs advanced (senior-level) contract management work. Works under minimal supervision, with considerable latitude for the use of initiative and independent judgment. Work involves independently managing, tracking, and documenting completion of activities related to contract administration essential job functions. Work involves planning, managing various administrative and financial tasks related to contract and project oversight. This includes creating requisitions, managing project folders, and ensuring the accurate completion of documentation of contract files. The Contract Specialist IV will oversee quality assurance of workplans and reconcile deliverables, while actively monitoring performance measures and budget periods. The role involves processing financial status reports (FSRs), maintaining communication with stakeholders regarding requisitions and PO statuses, and addressing claims or invoice errors on a weekly basis. Additionally, the candidate will collaborate with team members to manage demographics, ensure timely contractor engagement on deliverables, and process contract actions. The position requires a proactive approach to updating systems, tracking budget periods, and conducting quality assurance checks on contract records to ensure compliance and accuracy. This position may eligible for telework up to 100% of work hours, consistent with HHS (Health and Human Services) telework policies. Telework status may be subject to change based on performance metrics and business need.

Requirements

Knowledge of contract management principles and practices.
Skill in communicating effectively both orally and in writing.
Skill in establishing and maintaining effective working relationships.
Skill in the use of a computer/tablet, computer software and applications, including but not limited to: Excel; Outlook; Word.
Ability to evaluate contract documentation and recommend action.
Ability to draft and edit correspondence, reports, memorandums, and contract documents.
Ability to prioritize tasks, schedules, projects or reports.
Ability to interpret policies, procedures, and regulations.
Ability to communicate with internal and external stakeholders.
Ability to work independently and manage projects.
Certified Texas Contract Manager is required within 12 months of employment.

Nice To Haves

Certified Texas Contract Manager (CTCM) and 1 year experience as a contract manager is preferred.

Responsibilities

Attends work on a regular and predictable schedule in accordance with HHSC leave policy and performs other duties as assigned. All employees hired under this job posting are required to work the hours of 7AM to 6PM for the first six months of employment. Supervisors may consider alternate work schedules after the first six months of employment based on performance, responsibilities, and the needs of the team. However, alternate work schedules are not guaranteed.
Administrative Tasks: The Contract Specialist IV (Contract Analyst) will provide high-quality customer service to both external and internal customers through prompt responses to inquiries, proactive problem-solving, and a commitment to continuous improvement within the contracting unit and program areas. Serves as a liaison with contract providers to ensure participation is consistent with program, legal, and fiscal requirements. Responsibilities include establishing and upholding a centralized filing structure including maintaining contract files, entering data into the contractor databases and/or SharePoint, processing requisitions for client services contracts, and payment processing. The Contract Analyst will evaluate contract data, develop and provide reports/recommendations, create action memos, and presentations of contract data, and may lead/participate in training peers and stakeholders. The Contract Analyst will also develop, coordinate, and adhere to policies, procedures, and guidelines related to contract administration, ensuring compliance with established standards and enhancing operational efficiency. (20%)
Contract Development: Provides advanced technical assistance in contract development and procurement processes. Participates in contract development by creating and routing requisitions for purchase orders, conducting peer reviews, routing, and facilitating contract execution through required financial and contract management systems. Responsible to coordinate and collaborate with internal stakeholders on applicable assignments. May develop solicitations, contracts, and amendments by describing services to be rendered, evaluating information supplied by applicants, negotiating contract specifications, and other contract administration activities. Manages assigned projects in accordance with procedures, including amendments and new contracts. Develops and conducts contract quality assurance by reviewing contract data for completeness, appropriateness, discrepancies, and accuracy. (15%)
Payment Analysis and Resolution: Engage in weekly fiscal collaboration, identifying and resolving claims and invoice errors and updating the fiscal log accordingly. The Contract Analyst will maintain effective communication with internal stakeholders regarding requisitions, purchase order (PO) statuses, and payments. (20%)
Performance Analysis: Responsible to ensure all deliverables and performance measures are received and final outcomes documented in the contract record and systems timely. Contract Analyst will collaborate with stakeholders to request any deliverables not received as required by the contract. (20%)
Fiscal Analysis: Conducts Itemized budget analysis and reporting for substance use contracts. Monitors contract performance by examining billings, fiscal data for compliance with terms of contract and policies. Administers the billing process and monitoring functions for contract billings. Reviews fiscal expenditure reports for completeness, appropriateness, and accuracy to ensure all funds were used for allowable costs. Identifies issues and provides technical assistance to resolve issues. Represents section and unit on internal and external workgroups and meetings, communicates with federal, state, and local officials as needed. (20%)
Emergency Preparedness: Performs other duties as assigned which 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%)

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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