Contract Specialist or Contract Specialist Sr.

Teacher Retirement System of Texas (TRS)•Austin, TX

2d•$67,081 - $111,608•Onsite

About The Position

The Contract Specialist performs professional contract development and solicitation work and provides support throughout contract execution. The incumbent will develop and monitor purchase orders and contracts, facilitate contract managers through the contracting process, and provide reporting and special project coordination. This position will proactively work with the Contracts team, Procurement and Contracts (P&C) staff, Contract Management Office, Contract Services division leadership, vendors, and agency employees. The Contract Specialist Senior performs complex professional contract development and solicitation work and provides support through the contract execution. The incumbent will develop and monitor purchase orders and contracts, facilitate contract managers through the contracting process, and provide reporting and special project coordination. This position will proactively work with Contracts team, Procurement & Contracts staff, Contract Management Office, Contract Services division leadership, vendors and agency employees. This position is being posted at two levels. The applicant selected will be offered the role that aligns with their education and experience

Requirements

Bachelor’s degree from an accredited college or university.
High school diploma or equivalent and additional full-time experience in contract management,development, administration, negotiations, or related experience may be substituted on an equivalent year-for-year basis.
Three (3) years of full-time directly related, progressively responsible experience in contract management, development, administration, negotiations or related experience.
Certification as a Certified Texas Contract Developer (CTCD) or equivalent, or must be obtained within six (6) months of employment if not already certified; AND
Certification as a Certified Texas Contract Manager (CTCM), or must be obtained within one (1) year of employment if not already certified.
Knowledge of: State of Texas contracting, purchasing and procurement rules, regulations, policies, procedures, and processes.
Knowledge of: Contract administration theories, practices, techniques, rules, regulations, and related technology.
Knowledge of: Relevant agency policies and procedures.
Skills in: Writing contract specifications, deliverables, and terms and conditions.
Skills in: Negotiating contract terms and requirements, balancing departmental and provider requirements, and resolving related issues.
Skills in: Evaluating contracts and contractor performance and recommending future actions.
Skills in: Collecting and evaluating complex statistical data for reasonableness, necessity, and conformity with contract requirements.
Skills in: Planning and project management, including planning, organizing, and coordinating work assignments to effectively meet frequent and/or multiple deadlines; handling multiple tasks simultaneously; and managing conflicting priorities and demands.
Skills in: Effective and professional written and verbal communications, including preparing and delivering complex reports, presentations, bid proposals and specifications, and policies.
Skills in: Using a computer in a Windows environment with word processing, spreadsheet, and other business software, including contract tracking and management systems.
Skills in: Analyzing problems and devising effective solutions.
Ability to: Provide quality customer service.
Ability to: Analyze contracts to identify desirable terms and assess compliance with established standards.
Ability to: Establish and maintain harmonious working relationships with co-workers, agency staff, and external contacts.
Ability to: Work effectively in a professional team environment.

Nice To Haves

One (1) year of experience with contract development and negotiations at a State of Texas governmental entity or similar setting.
Experience assisting with budget and expenditure administration, supply chain management, purchasing, or related functions.
Experience assisting with analyzing data and performance metrics.

Responsibilities

Coordinates and facilitates procurement-related meetings such as kick-off and pre-proposal meetings, post-award conferences, team briefings, evaluation scorings, etc.
Coordinates with purchasing and contract staff, contract managers, the Contract Management Office, Legal & Compliance (L&C), and management to help resolve contracting issues involving contracting language for monitoring contractor deliverables and performance.
Develops specifications, statements of work, and solicitation documents, including Invitations for Bid (IFB), Requests for Proposals (RFPs), Requests for Offers (RFOs), and Requests for Qualifications (RFQs).
Monitors the procurement and contracting process to ensure contractors are selected fairly and objectively.
Negotiates contract terms, conditions, specifications, and provisions to align with the agency’s best interests and applicable procurement law.
Works with legal staff and contractors to finalize contract and purchase order documents.
Serves as a primary point of contact for agency contract managers within assigned business unit(s) to facilitate new and existing contracts; and coordinates with L&C, purchasing staff, accounting, management, and others as needed to ensure successful solicitation and awarding of contracts.
Advises agency managers and staff on contract-related regulations, policies, procedures, processes, systems, best practices, issues, trends, and developments.
May process ProCard purchases in accordance with TRS ProCard rules and regulations and maintain a TRS ProCard holder.
May provide guidance or assistance to other purchasing and contracts staff.
Collaborates with the Contract Management Office to provide input into developing and/or revising contractor oversight processes, including risk assessment, monitoring, and evaluation criteria to ensure contractors consistently provide quality services and that funds are spent effectively and efficiently.
Assist with the maintenance of systems for contract administration tracking, record keeping, and reporting.
Consults with contract managers in developing bid and contract specifications and/or contract renewals and amendments
Ensures that contracts comply with all state and agency regulations and policies and adequately address expected deliverables, performance measures, payment methodology, and consequences for non-performance.
Assists in researching and resolving audit exceptions by defining causes of errors and recommending appropriate dispositions.
Collaborates with purchasing and contracts staff and management to research, analyze, and evaluate current agency contract administration practices, policies, procedures, guidelines, processes, systems, and forms; and develops recommendations for improvements.
Develops and delivers reports and presentations to agency management and staff regarding contract administration plans, operations, activities, achievements, and related issues.
Prepares and submits reports as required by regulatory entities and internal management.
Participates on special projects, task forces, and committees
Performs related work as assigned.