Office Area Agencies on Aging Contract Specialist V

TX-HHSC-DSHS-DFPS • Austin, TX

1d • Hybrid

About The Position

Under the direction of the Contract Administration Manager I, performs highly advanced, senior level, technical and consultative work assisting with the oversight of the daily operations and contract management activities from development to closeout for the Area of Agencies on Aging. Work involves providing quality assurance monitoring of contract deliverables, contract compliance, contract reporting, management practices, and internal controls to ensure compliance with federal and state laws and/or regulations as well as HHSC policies, regulations, and contract provisions. Work also involves the preparation of reports containing findings, recommendations, and corrective actions required of the contractor. In addition, the work involves providing technical assistance to HHSC contractors in matters relating to contract compliance. Responsible for completing analysis of contractor performance by reviewing contractor performance reports and other pertinent data as it relates to contractor performance. Aids and recommends sanctions or other contract actions for enforcement of the terms and conditions of the assigned HHSC agency contracts. The position is a subject matter expert in contract activities. Works under minimal supervision with extensive latitude for the use of initiative and independent judgment.

Requirements

• Knowledge of complex data systems, journals and source documentation required for compliance with contract language and state and federal regulations.
• Knowledge of state and federal statute, rules, regulations, and guidance relevant to aging services.
• Knowledge of contract performance management and contract monitoring procedures.
• Knowledge of state and federal laws, rules, regulations, policies, and procedures relevant to contracts.
• Skill in project management with complex projects that cross agencies and several lines of business.
• Skill in identifying problems, evaluating alternatives, and negotiating and implementing solutions to organizational and service delivery problems.
• Skill in Microsoft Office products, including skills in Excel and/or other database programs.
• Skill in synthesizing complicated and technical information into concise materials appropriate for internal and external audiences.
• Skill in developing and evaluating policies and procedures; and making recommendations and decisions.
• Skill in communicating effectively orally and in writing and at presenting information publicly.
• Skill in critically evaluating issues and proactively seeking solutions.
• Skill in using personal computer application software such as Word, Power Point, Excel, Outlook, or similar programs.
• Skill in developing, reviewing, writing, and editing high quality reports, executive documents, correspondence, and briefings for internal and external audiences.
• Ability to analyze, evaluate and summarize management records for accuracy and conformance to procedures, rules, and regulations and to draft clear and concise reports and correspondence regarding findings.
• Ability to organize and present information effectively, both orally and in writing.
• Ability to analyze and solve work problems affecting the operations and functions.
• Ability to plan, organize and manage large multi-faceted projects and work in collaboration with others to manage multiple deadlines.
• Ability to independently prioritize time and manage multiple project deadlines.
• Ability to establish and maintain effective working relationships and work cooperatively in a team environment.
• Ability to perform work with a high degree of attention to detail.
• Ability to use initiative and independent judgment.
• Ability to communicate effectively, build and maintain strong working relationships, negotiate with individuals and groups, develop professional networks, and identify the internal and external dynamics that impact the organization’s work.
• Ability to analyze, evaluate and summarize management records for accuracy and conformance to procedures, rules, and regulations and to draft clear and concise reports and correspondence regarding findings.
• Graduation from an accredited four-year college or university with major coursework in finance, business administration, or a related field is preferred.
• A minimum of 3 years of full-time professional work experience in a large public sector organization in contract management.
• Experience with MS office suite including Excel and Word. Preference given to experience with Peoplesoft, CAPPS Financials or other financial software.
• A minimum of 2 years of experience interpreting federal and state laws, policies, rules and requirements in health and human services programs.
• A minimum of 1 years experience in contract monitoring.

Nice To Haves

• Experience in a State of Texas agency in the field of contract development, procurement, and management is preferred.
• A Certified Texas Contract Management (CTCM) is preferred.
• CTCM certification must be obtained within the first 6 months of employment.

Responsibilities

• Serves as the point of contact for all contractual accountability activities for assigned contracts.
• Coordinates resolution of contract issues, initiates and negotiates contract amendments, obtains approval of amendments, communicates impact of changes to appropriate contractors and OAAA staff.
• Ensures all contract closeout activities are performed in accordance with HHSC policies.
• Provides assistance and recommends sanctions for enforcement of the terms and conditions of the assigned contracts.
• Maintains contractor files ensuring accessibility of information necessary for appropriate contract management.
• Tracks contract monitoring tasks and deliverables to ensure completion in accordance with contract life cycle and contract monitoring policies.
• Reviews, monitors, evaluates, and follows-up on single audits by reviewing evidence of compliance, completing Request for Information forms, tracking and following up with contractors to ensure compliance and completion of corrective action plans.
• Performs complex monitoring of entities contracted to administer various programs for Older Americans Act services.
• Work involves examination, investigation, and review of contractor records, including financial data, management practices, and internal controls to ensure compliance with federal and state laws and/or regulations as well as HHSC policies, regulations, and contract provisions.
• Plans and executes monitoring procedures, risk analysis, facilitates meetings for monitoring events assigned to understand the contract/program under review, identifies risks, conducts testing of source documentation for compliance, and reviews evidence and contractor responses for any issues identified during monitoring engagement.
• Provides consultation and technical assistance to contractors on contract issues and interpretation of policies and procedures related to contract monitoring.
• Makes recommendations for changes to, maintains, and updates policies and procedures, as well as external guidelines.
• Analyzes departmental contracting systems, outputs, and activities; identifies gaps and recommends system improvements.
• Produces well-written reports (e.g. debriefings, comprehensive reports of findings related to review activities, corrective action documents).
• Prepares monitoring reports, including preparing initial and final monitoring reports for leadership review and approval.
• Prepares special correspondence or reports.
• Analyzes data and compiles statistical reports or surveys using Word and Excel or other word processing and spreadsheet applications.
• Other duties as assigned.
• This position will be crossed trained to conduct various types of monitoring and contract management activities as determined by business need.
• Manages special projects as required or requested.

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
• Number of Employees: 1,001-5,000 employees