Contract Specialist IV

Texas Health & Human Services Commission•Austin, TX

1d•$4,801 - $7,762•Hybrid

About The Position

Contract Specialist IV for HSCS - this position works under the supervision of the HSCS SO Contract Manager and performs contract management tasks related to all phases of the contract lifecycle. Performs advanced (senior-level) contract management work. The Contract Specialist performs tasks related to contract management and oversight of assigned contracts, grant agreements, involved in the execution and administration of various contracts including Interlocals, Interagency, MOU/MOAs, Affiliation Agreements by defining requirements/ statement of work, developing & monitoring contracts for HSCS and Facilities. This position has a working knowledge of HHSC rules and HSCS facility policies and procedures, demonstrates ability to communicate clearly both orally & in writing and provides training as needed to other employees. Completion of job duties requires work under minimal supervision, with considerable latitude for the use of initiative & independent judgment. Negotiates contracts, contract renewals, & amendments. Collaborates with legal division as required; & with procurement staff during procurement/contracting process. Provides oversight to facility contract managers & subject matter experts (SMEs). Work includes gathering, analyzing & disseminating information for contract mgmt requirements. Directly involved with CAPPS Financials & System of Contract Operation & Reporting (SCOR). This position is responsible for managing the contract formal communication and invoice approvals, coordinating contract inquiries and requests to ensure timely responses to grantees. Other responsibilities include monitoring and tracking contract deliverables and invoices; coordinating and facilitating meetings with internal and external stakeholders; conducting contract management quality assurance activities, completing contract risk assessments; developing and editing contract documents to meet required policies, procedures and deadlines; reviewing budgets, expenditures; and processing invoices. Serves as Contract Manager to provide guidance, assistance & support to all facility Contract Managers/SMEs, program staff involved in contract process, government agencies, community organizations and to the general public.

Requirements

Minimum of 2 years experience working in HHSC or other Texas State Agency.
Knowledge of state procurement and contract management requirements, regulations, and best practices.
Knowledge of negotiating contracts.
Knowledge of business administration and accounting principles and practices.
Knowledge of policies and procedures of contract management.
Must be able to manage and draft contracts per policy.
Knowledge of local, state, and federals laws related to Contract Management, Procurement or Accounting.
Ability to gather, assemble, correlate, and analyze facts.
Ability to devise solutions to problems.
Ability to prepare reports.
Ability to communicate effectively.
Ability to train others.
Skill in use of a computer and applicable software.
Ability to evaluate contracts and recommend future status.
Ability to interpret policies, procedures and regulations.
Ability to evaluate fiscal data for reasonableness, necessity, and conformity with contract requirements.
Ability to write and edit contract requirements and specifications.
Ability to negotiate features of a contract.
Must bring I-9 documentation on the first day of work.

Nice To Haves

Active CTCM certification.
One year experience in SCOR System and CAPPS Financial System.
Graduation from accredited four-year college or university with major coursework in business administration or related field is generally preferred.
Experience and education may be substituted for one another.

Responsibilities

Serves as liaison to staff to explain and provide technical assistance on program specifics and requirements for Contract, Amendments, and Renewal to include but not limited to Memorandum of Agreements (MOA), Memorandums of Understanding (MOU), Interagency, Interlocals, Open Enrollments, Revenue Contracts and Grants.
Reviews all steps for compliance with established policy and procedures and Renewals including contract management of executed contracts and/or TPO/Purchase Orders.
Provides oversight to facility contract managers (CMs) and subject matter experts (SMEs) in contracting process, from initiation of contract to completion and close-out.
Manages/drafts contracts as per policy.
Writing well-defined Statement of Work with input from stakeholders when involved in procuring new contracts; prepares specifications for requests for bids; ensuring requisitions are entered into CAPPS Dinancials to start procurement process; receiving applicable approvals via routinmg processes; serves on evaluation teams as required.
Ensuring all applicable state and federal rules and regulations HHS and Agency policy, and terms and conditions of the contract are adhered to.
Must be well versed in contract terms, including its purpose, scope, requirements, deliverables, and milestones to ensure contractor is hel accountable for timely performance.
Establishes performance measures with Program SME to ensure contractor's performance can be monitored.
Must be informed and involved throughout all stages of contract lifecycle to ensure sucessful contract outcomes.
Verify completion and validate data entry into SCOR Contract Detail sub-moduel from CAPPS (term dates, not to exceed amunt, Vendor Name, Address and TIN), completes Baseline Risk Assessment in SCOR and up;oads contract documents into SCOR Contract History or Documents sub-module within 60 calendar days from contract effective date; maintain official contract record including accurate and timely SCOR data entry and document uploads as required by policy.
Required to enter additional fields in SCOR: Division, Department, Section, Contract Manager, Lead Contact, adds Facility Code in "OTHER Subject Field" in front of brief description.
Maintains up-to-date documentation as required in SCOR; uploads executed contract, amendments, risk assessment report, forms, contractor performance evaluations, monitoring when applicable, and contract close-out including vendor performance tracking; administers contract changes.
Monitors contract performance by examining billings, fiscal data, and eligibility determinations for compliance of contract terms and policies.
Monitors legal and regulatory requirements pertaining to contracting.
Evaluates expenditure data and makes projections with Program SME to ensure appropriate use of funds.
Monitors contractor performance per assigned contracts or requests contactor performance documentation from SMEs; enters results into SCOR; assists in dispute resolution process as needed; provides reports as needed.
Elevates issues to management; State Office Business Management Contract Team, Legal, and PCS-Contract Oversight whenever there is a deficiency with the contractor's performance in a timely manner.
Must enter requisitions in CAPPS financials for purchases and contracts.
Data entry must be accurate and very detailed so that Purchasers have a clear vision of items/services to be procured.
Must be familiar with Origin Codes and Speedcharts to be used in CAPPS Fin.
Must be able to maneuver in CAPPS Fin to research requisition data, approval, PO data, and contract data.
Must be able to run queries in CAPPS Fin Reporting to review and reseach financial data, track requisition approvals, document status, etc.
Must provide accurate data for management as requested.
Prepares contract expenditure reports to keep CM/SME up-to-date as required to ensure sufficient funds are available.
Provides support and collaborates with CM/SME for invoice payment and processing; CM/SME must review invoices confirming work performed, dates of services, applicable costs, and provide approvals to pay per policy.
Provides monthly reports and training to CM/SME to ensure compliance with policies/procedures and contract remains with established/approved Not-To-Exceed Amounts.
Notifies CM/SME when expenditures rach 90% of NTE amount to determine if a requisition is needed to add funds and/or an amendment when applicable.
Researches historical contract, purchasing and financial data in DADS, DSHS and HHSC legacy HCATS system and HHSAS system.
Must be able to maneuver in HCATS and HHSAS to research requisition data, purchase order data, contract data and financial data.
Attends and participates in all mandatory training in order to meet HHS and HSCS requirements, certification requirements and to maintain job competence.
Effectively accomplishes other assigned duties professionally, competently, and on a timely basis.