OAAA Contract Specialist V

Texas Health & Human Services Commission•Austin, TX

60d•$5,425 - $7,156•Hybrid

About The Position

The Contract Specialist V performs advanced contract management work under the direction of the Contract Administration Manager I. The role manages complex, high-value contracts that support Older Americans Act services, overseeing contract administration throughout the full lifecycle and ensuring alignment with state procurement standards. The specialist serves as a subject matter expert on contract performance and risk, works with considerable latitude and independent judgment, and may prepare and review working papers, monitor audit findings, and ensure documentation complies with applicable provisions, standards, policies, and laws. The role may also provide technical assistance, evaluate policy, write guidance, participate in workgroups, and develop and train others in support of the Office of Area Agencies on Aging. The position manages contract execution and amendments, reporting and documentation, stakeholder coordination, contract close-out, and contract monitoring. It works with agency teams and contractors to address performance, compliance, risk, and contract administration matters. The position may be cross-trained for various monitoring and contract management activities and may support disaster response, recovery, or Continuity of Operations (COOP) activation, potentially involving an alternative shift pattern or location. This is a full-time, regular, nonexempt position based in Austin, Texas, with day-shift hours. It is eligible for telework, subject to state and agency policies, supervisor discretion, and business needs, and requires travel of up to 10%.

Requirements

Graduation from an accredited four-year college or university with major coursework in business administration, public administration, finance, accounting, or a related field; experience may substitute for education on a year-for-year basis.
Three years of full-time professional experience in large public sector organizations in contract development or management.
Two years of experience interpreting federal and state laws, policies, rules, and requirements in health and human services programs.
Knowledge of Texas procurement and contract management law, rules, policies, and best practices, including the Texas Procurement and Contract Management Guide for contract and grant management or administration.
Knowledge of business processes, process improvement, contract management and administration systems, and contract management and administration processes.
Knowledge of competitive solicitation processes, state procurement procedures, Texas budgeting, and other financial policies and procedures.
Knowledge of contract management, monitoring, and reporting practices for complex services contracts to reduce enterprise and customer risk.
Knowledge of cost and price analysis methodologies, applicable federal procurement standards, and HHS System procurement processes, including SCOR, CAPPS, and PCS workflows.
Skill in managing complex services contracts post-award through the full contract lifecycle; conducting contract monitoring and addressing performance deficiencies; reviewing and validating invoices and deliverables; and preparing reports and documentation.
Skill in negotiating contract amendments, change orders, and corrective actions with vendors; writing complex documents, policies, and procedures; managing competing priorities; and presenting information effectively.
Skill in using computer software such as SharePoint, CAPPS Financial, SCOR, Excel, ACCESS, HHSAS, USAS, or other governmental financial, contract management, or human resources applications.
Ability to independently manage a complex post-award contract portfolio and apply sound judgment to decisions with significant financial or operational impact.
Ability to build and maintain effective working relationships with colleagues, leadership, vendors, and agencies within the enterprise.
Ability to adapt to shifting priorities, problem-solve, resolve conflict, and communicate effectively in writing and verbally with leadership, vendors, and external stakeholders.
Ability to establish goals and objectives, work independently, deliver results amid complex organizational interactions and competing demands, make sound technical decisions, and analyze new situations.
Ability to learn and use sophisticated software and applications and to interpret and apply federal and state statutes, agency rules, and policies in developing guidelines, policies, and procedures.
CTCM certification must be obtained within the first six months of employment and remain active throughout employment.

Nice To Haves

Certified Texas Contract Management (CTCM) certification is preferred; certification must be obtained within the first six months of employment and remain active throughout employment.
Two years of experience in contract monitoring.
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

Attend work on a regular and predictable schedule in accordance with agency leave policy and perform other duties as assigned.
Independently manage a portfolio of complex, high-dollar, or high-risk contracts and serve as the primary agency contact for vendors throughout the contract lifecycle.
Review and process contract amendments, renewals, change orders, and supporting documentation; coordinate with PCS, budget, and System Legal on solicitations and contract execution while adhering to procurement policies.
Prepare and route contract execution documentation.
Prepare and submit required contract reports to division leadership, oversight bodies, business owners, and external stakeholders.
Maintain accurate contract files and documentation in accordance with records retention requirements and agency standards; track and report contract performance metrics.
Support legislative inquiries, audit responses, public information requests, and Sunset review activities related to assigned contracts.
Maintain contract data in agency systems, including GMS, SCOR, CAPPS, and SharePoint repositories.
Provide consultation and technical assistance to contractors on contract issues and interpretation of policies and procedures related to contract monitoring.
Recommend changes to and maintain and update policies, procedures, and external guidelines.
Develop the annual contract monitoring plan and coordinate with program, contract management, and contractor staff.
Conduct contract close-out, including final deliverable validation, final invoice reconciliation, vendor performance documentation, and contract file archiving.
Coordinate with the Records Management Office on retention compliance and document lessons learned and recommendations for future procurements involving the same scope or vendor.
Plan and execute complex monitoring of government, educational, nonprofit, and for-profit entities contracted to administer Older Americans Act services.
Examine contractor records, financial statements, management practices, and internal controls for compliance with federal and state laws and regulations, HHSC policies, and contract provisions.
Conduct risk analysis, facilitate monitoring meetings, identify risks, test source documentation, and review evidence and contractor responses to identified issues.
Aid and recommend sanctions or other contract actions to enforce the terms and conditions of assigned HHSC agency contracts.
Participate in or support agency disaster response, recovery, or Continuity of Operations (COOP) activation as needed; such participation may require an alternative shift pattern or location.
Cross-train to conduct various monitoring and contract management activities as determined by business need.