Contract Specialist IV

Texas Health & Human Services Commission•Austin, TX

5d•$4,801 - $7,762•Hybrid

About The Position

The Texas Health and Human Services Commission (HHSC) Family Resources and Eligibility Services (FRES) department is seeking individuals who want to join an exciting and dynamic team working in a high-performing and innovative environment. FRES provides an integrated and streamlined approach to connect individuals with services and supports that reduce the need for institutionalization, enable them to remain in their communities, and promote economic and personal self-sufficiency. FRES strives to achieve its goals of delivering best-in-class customer service to clients and stakeholders, strengthening program oversight, integrity, and accuracy; seeking innovative ways to streamline and improve service delivery; fostering a culture of excellence; and promoting departmental efficiencies and responsible stewardship of agency resources. Our staff are well-organized, able to multitask, and possess the ability to continuously learn and improve. They thrive in challenging, fast-paced, and evolving environments, possessing strong communication skills, a positive attitude, a strong work ethic, and a desire to help others. The Contract Specialist IV position, supervised by the Eligibility Operations and DDS Contracts (EODDS) Contract Administration Manager, participates in and oversees all phases of the contract lifecycle from procurement to closeout. The Contract Specialist will be responsible for engaging in procurements, contract management, contract monitoring, contract oversight, and contract closeout for designated contracts and agreements. This includes, but is not limited to, Memoranda of Understanding (MOU), Interagency Cooperation Contracts, and Intra-agency Transfers. This role involves drafting and processing contract amendments, renewals, and extensions. Additionally, the position reviews and revises Requests for Proposals (RFPs), Requests for Orders (RFOs), Work Orders, and other procurement types for client services contracts. The Contract Specialist also writes and edits procurement documents using HHSC-approved tools, ensuring that competitive procurements adhere to HHSC procurement requirements, standards, and timelines. Moreover, this position provides oversight, interpretation, and daily management of assigned contracts, acting as the liaison between vendors and program staff. It also facilitates communication and collaboration among all contract stakeholders, serving as the single point of contact for all contractual accountability activities between the State and vendors. The role collaborates in the development of policies and procedures related to procurement and contracting activities, reviews contractor financial and programmatic reports and deliverables for compliance and is responsible for reviewing contract budgets and invoices. The Contract Specialist will participate in risk assessments and complete all required forms to track contract actions and activities through closeout. The position assists in developing contract monitoring plans based on risk assessments and serves as a subject matter expert in assigned workgroups and training activities, including creating presentations for management and staff. The role operates under limited supervision, with considerable latitude for initiative and independent judgment.

Requirements

Knowledge of the principles and practices of procurement, contract administration, contract management, and contract closeout.
Knowledge of contracting, performance management, risk assessment, and reporting.
Knowledge of contract performance analyses and monitoring procedures.
Knowledge of applicable corrective actions and methods to monitor and evaluate performance based on contracting knowledge and expertise.
Knowledge of State and federal laws, rules, regulations, policy, and procedures relevant to contracts.
Knowledge of procurement activities and contract management requirements.
Skill in establishing and maintaining effective working relationships.
Skill in leading or facilitating workgroups.
Skill in managing time effectively and leading projects to ensure timely completion.
Skill in identifying and analyzing problems and proposing effective solutions.
Skill in analyzing and solving problems, making decisions affecting overall departmental operations, and comprehensively and accurately evaluating reports.
Skill in communicating effectively both orally and in writing.
Skill in organizing and presenting information effectively.
Skill in preparing administrative reports and special projects as assigned.
Skill in writing and editing correspondence, memos, reports, and performance requirements related to contracting.
Skill in interpreting policies and developing effective operating procedures.
Skill in operating personal computers and using applicable software, including Microsoft products with emphasis on Word, Excel, PowerPoint, SharePoint, Teams, and other meeting platforms.
Ability to recommend applicable corrective actions.
Ability to monitor and evaluate performance based on contracting knowledge and expertise.
Ability to interpret state and federal laws, rules, regulations, policy, and procedures relevant to contracts.
Ability to manage and coordinate procurement activities and contract management functions.
Must have graduated from an accredited university or college with a bachelor's degree.
Applicants without a degree may substitute relevant experience on a year for year basis up to four (4) years.
In addition to education, or an equivalent of four (4) years of relevant experience, candidates must have a minimum of one (1) year (5 years - if substituting education) of relevant experience, including but not limited to contract management, monitoring, and oversight.
Applicants may not have a history of substantiated fraudulent activity against HHSC or any programs it administers.
Applicants who have a non-fraud over payment with an outstanding balance must agree to repay the over payment balance as a condition of employment.
Applicants selected for hire will be required to pass a fingerprint criminal history background check.

Nice To Haves

Certified Texas Contract Manager (CTCM) is preferred and required within 12 months of hire.

Responsibilities

Performs comprehensive contract management for assigned contracts.
Develops policies and procedures related to procurement and contracting activities.
Maintains contractor files ensuring accessibility of information.
Ensures all contract closeout activities are performed according to HHSC policy.
Determines the effectiveness of contractor operational and contractual compliance by developing and utilizing a standard set of assessment tools.
Informs EODDS management and FRES leadership of significant contractor compliance and performance issues and provides recommendations for action.
Participates and oversees the development of contracting activities such as, facilitating planning meetings, setting timelines, and developing contract documents, including amendments and renewals.
Develops and maintains procedures to ensure accountability and documentation related to performance measures and contract management.
Completes analysis of contractor performance by synthesizing performance reports, quality management reports, technical assistance and training documentation, and other pertinent data as it relates to contractor performance.
Oversees and administers enforcement of sanctions for contractors, including but not limited to the recoupment of funds, assessing penalties, withholding partial or full payments, and suspension or termination of the contract.
Monitors plans of correction with other division staff to ensure improvements are sustained.
Coordinates monitoring for contractual accountability activities between the State and contractors.
Completes assigned monitoring reviews within assigned time frames and in accordance with the contract, state rules, federal regulations, and program guidelines.
Establishes and maintains effective working relationships and communications with HHS staff, and other internal/external stakeholders, and provides timely responses to requests and inquiries for information.
Consults with internal staff to resolve problems, identify needs, and resolve contracting matters.
Communicates with EODDS management and FRES leadership in a timely manner regarding problematic situations and applies proper judgment to ensure actions taken are appropriate.
Participates and/or leads all phases of the procurement process for services.
Development of procurement and contract documents.
Development on procurement-related tools.
Ensures procurements follow establish HHS and state rules, standards, and timelines.
Coordinates closely with internal staff to ensure contracts resulting from procurements contain appropriate program and legal requirements and are completed in a timely manner.
Performs written and oral communication with contractors.
Ensures timely review and response on all correspondence.
Coordinates and/or prepares responses to issue, inquires, and correspondences concerning contractors’ functions and activities, including information needs of contractors with other divisions and other state agencies.