Contract Specialist IV

Texas Health & Human Services Commission•Austin, TX

46d•$4,801 - $6,281•Onsite

About The Position

The Contract Specialist IV reports to the Contract Operations Manager within Strategic Operations, and supports employees throughout the enterprise through contracts. This is a state office position within the System Support Services Division, and the work encompasses customer support, team collaboration, and a desire for continued process improvement. The Contract Specialist IV performs advanced (senior level) contract development, processes, administration, oversight and management work. The duties include daily contract oversight, consultative services, vendor meetings, program engagement, and technical assistance work related to the management of enterprise-wide contracts, interagency contracts and grants. Actively participates in the entire procurement and contract management lifecycle. Responsible for developing tools and techniques to review vendor(s) performance, evaluate expenditure data, and analyze system reports. Reviews, interprets and clarifies statutes, regulations, standard policies and procedures to ensure compliance and mitigate risk to the agency. Monitors contract performance by examining billings, fiscal data, and eligibility determinations for compliance with terms of contract and policies. Must maintain contract budgets, provides budgetary guidance and consultation to program staff; administers the billing processes; analyzes and reports on fiscal data, and reviews and validates vendor invoices. Works under minimal supervision and has extensive latitude for use of initiative, and independent judgment.

Requirements

Knowledge of State of Texas procurement and contract management law, rules, policies, and best practices, including the Texas Procurement and Contract Management Guide
Knowledge of Procurement, contract development, contract management, monitoring, and reporting practices for complex services contracts
Knowledge of Federal procurement standards where applicable to HHS System contracts
Knowledge of HHS System procurement processes including SCOR, CAPPS, and PCS workflows
Skill in conducting contract monitoring activities, including identifying and addressing performance deficiencies
Skill in reviewing and validating invoices and deliverables against contract terms; preparing formal monitoring reports, performance reports, and contract documentation
Skill in negotiating contract amendments, change orders, and corrective actions with vendors
Skill in use of Microsoft Office, SharePoint, SCOR, CAPPS, and other contract management systems
Skill in written and oral communication with vendors, internal stakeholders, and oversight agencies
Ability to independently manage a complex contract portfolio post-award; apply sound judgment to contract decisions with significant financial or operational impact
Ability to build and maintain effective working relationships with vendors, business owners, and oversight functions
Ability to adapt to shifting priorities, including fiscal year-end, biennium transitions, and emerging vendor or stakeholder issues
Ability to communicate effectively in writing and verbally with executive leadership, vendors, and external stakeholders
Active and valid Certified Texas Contract Manager (CTCM) certification at time of hire. CTCM must remain active throughout employment.
Graduation from an accredited four-year college or university. Experience may substitute for education on a year-for-year basis.
Two (2) years of full-time professional experience in contract management, contract administration, procurement, or contract monitoring.
Demonstrated experience independently managing complex, high-dollar, or high-risk services contracts post-award through the full contract lifecycle
Demonstrated experience conducting contract monitoring activities, including preparation of formal monitoring reports and identification of corrective actions

Nice To Haves

Certified Texas Contract Developer (CTCD)
Experience with State of Texas procurement systems including SCOR, CAPPS, and PCS workflows
Experience managing contracts in a Texas state agency or HHS System environment

Responsibilities

Performs procurement and contract development activities for a broad range of System Support Services contracts.
Participates in contract negotiations with prospective and current vendors, writes language for contracts and amendments.
Coordinates with PCS on solicitations, contract execution, and procurement policy compliance.
Coordinates legal review with the Office of Chief Counsel and budget review with the Finance division.
Prepares and routes contracts and amendments for execution, including obtaining necessary approvals and maintaining supporting documentation.
Serves as primary point of contact between the agency and the vendor for all contract matters throughout the contract lifecycle.
Examines, approves, and processes invoices, other financial/accounting data and information to ensure compliance with the terms of the contract and agency policy.
Manages contract budgets, conducts itemized budget analysis, evaluates expenditure/fiscal data and makes projections/forecasts to ensure appropriate use of funds.
Independently monitors assigned contracts for vendor performance, deliverable completion, and compliance with contract terms.
Conducts on-site and desk monitoring reviews, develops monitoring plans, prepares formal monitoring reports, and recommends corrective actions when performance deficiencies are identified.
Tracks vendor performance against established performance measures and service level agreements.
Identifies, documents, and escalates contract-related risk to division leadership.
Prepares and submits required contract reports to division leadership, oversight bodies, business owners, and external stakeholders.
Maintains accurate contract files and documentation in accordance with records retention requirements and agency standards.
Tracks and reports contract performance metrics.
Supports legislative inquiries, audit responses, public information requests, and Sunset review activities related to assigned contracts.
Maintains contract data in agency systems including SCOR, CAPPS, and SharePoint repositories.
Conducts contract close-out activities, including final deliverable validation, final invoice reconciliation, vendor performance documentation, and contract file archiving consistent with state records retention requirements.
Coordinates with the Records Management Office on retention compliance.
Documents lessons learned and recommendations for future procurements involving the same scope or vendor.
Identifies and recommends process improvements within the Contract Operations department.
Assists in the development of contract administration policies and procedures.
Performs other duties as assigned by the Manager or Director.