Contract Specialist IV

TX-HHSC-DSHS-DFPS • Lubbock, TX

1d • Hybrid

About The Position

Contract Specialist IV - Performs advanced (senior-level) contract management work. Involved in the execution and administration of various contracts including and not limited to Interlocals, Interagency, MOU/MOAs, Affiliation Agreements, Direct Awards and Open Enrollments 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). Serves as Contract Administrator 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

• Knowledge of state procurement and contract management requirements, regulations, and best practices; of negotiating contracts; of developing contracts; of business administration and accounting principles and practices; and of policies and procedures of contract management. Must be able to manage and draft contracts per policy.
• Knowledge of local, state, and federal laws related to Contract Management, Procurement or Accounting.
• Ability to gather, assemble, correlate, and analyze facts; to devise solutions to problems; to prepare reports; to communicate effectively; and to train others.
• Skill in the use of a computer and applicable software.
• Ability to evaluate contracts and recommend future status; to interpret policies, procedures, and regulations; to evaluate fiscal data for reasonableness, necessity, and conformity with contract requirements; to write and edit contract requirements and specifications; to negotiate features of a contract; to communicate in a professional and effective manner.
• To maintain employment as a Contract Specialist, this position will require an applicant to obtain specialized certification as a Certified Texas Contract Manager (CTCM). If not currently a CTCM, the selected candidate must obtain CTCM certification within 5 months of hire date unless otherwise approved by supervisor, availability of certification classes, and maintain certification throughout employment.
• Must have minimum of 2 years experience working in HHSC or other Texas State Agency.

Nice To Haves

• Preferred graduation from an accredited four-year college or university with major coursework in business administration or a related field is generally preferred. Experience and education may be substituted for one another.
• Prefer two year experience in SCOR Contract System and CAPPS Financials System.

Responsibilities

• Serves as a liaison to staff to explain and provide technical assistance on program specifics and requirements for Contracts, Amendments, and Renewals to include but not limited to Memorandum of Agreements(MOA), Memorandums of Understanding (MOU), Interagency, Interlocal, Open Enrollments and Revenue Contracts. Reviews all steps for compliance with established policy and procedures.and Renewals including contract management of executed contracts and/or purchase orders. Provides oversight to facility contract managers(CMs) and subject matter experts (SMEs) in the contracting process, from initiation of the contract to completion and close out. Manages/drafts contracts as per policy.
• Must complete contract management responsibilities to include:a. Writing well-defined Statements of Work with input from stakeholders when involved in procuring new contracts; prepares specifications for requests for bids; ensuring requisitions are entered into CAPPS Financials to start the procurement process; receiving applicable approvals via routing processes; serves on evaluation teams as required;b. Ensuring all applicable state and federal rules and regulations, HHS and agency policy, and the terms and conditions of the contract are adhered to;c. Must be well versed in contract terms, including its purpose, scope, requirements, deliverables, and milestones to ensure the contractor is held accountable for timely performance;d. Establishes performance measures with Program SME to ensure contractor's performance can be monitored.e. Must be informed and involved throughout all stages of the contract lifecycle to ensure successful contract outcomes;f. Verify completion and validate data entry into SCOR Contract Detail sub-module from CAPPS (term dates, not to exceed amount, Vendor name, address and TIN), completes Baseline Risk Assessment in SCOR and uploads contract documents into the 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;g. Required to enter additional fields in SCOR: Division, Department, Section, Contract Manager, Lead Contact; adds Facility Code in "Other Subject Field" in front of description;h. Maintains up-to-date documentation as required in SCOR; uploads Executed Contract, Amendments, Risk Assessments, Contractor Performance Evaluations, Monitoring when applicable, and Contract Close-Out including Vendor Performance Tracking; Administers contract changes as outlined per HHSC and HSCS policies;i. Monitors contract performance by examining billings, fiscal data, and eligibility determinations for compliance of contract terms and policies. Monitors legal & 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 contractor performance documentation from SMEs; enters results into SCOR; assists in the dispute resolution process as needed; provides reports as needed.j. 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 Speed charts to be used in CAPPS. Must be able to maneuver in CAPPS to research requisition data and approvals, purchase order data, and contract data. Must be able to run queries in CAPPS Fin Reporting to review and research 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. All reports must be accurate and processed within established timelines. Provides support and collaborates with the CM/SME for invoice payment and processing; CM/SME must review invoices confirming work performed, dates of service, applicable costs, and provide approvals to pay. All processes are accomplished effectively and efficiently and within timeframes to ensure payments are made promptly to avoid interest payments per comptroller rules. Provides monthly reports and training to CM/SME to ensure compliance with policies/procedures and contract remains within established/approved Not-To-Exceed Amounts. Notifies CM/SME when expenditures reach 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.
• Other duties as assigned. 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.

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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed