CRS Contract Specialist V

TX-HHSC-DSHS-DFPS•El Paso, TX

12d•$5,425 - $7,156•Hybrid

About The Position

Under the direction of the Comprehensive Rehabilitation Services (CRS) Contract Administration Manager (CAM II), the CRS Contract Manager V (Senior Contract Specialist) is responsible for overseeing the day-to-day of all CRS contractual accountability activities and acts as the primary liaison representative between the State and assigned contracted and non-contracted vendors. The Senior Contract Specialist performs highly advanced (senior-level) technical tasks and is also responsible for the coordination and facilitation of procurement activities associated with CRS solicitation development, advertisement, evaluation of proposals, and pre-award of service authorizations. This highly experienced individual performs CRS procurement activities related to the agency's competitive solicitations, including critical, complex, and time-sensitive solicitations operating under minimal supervision with extensive latitude for the use of initiative and independent judgment. It is also responsible for managing contractor performance improvement, monitoring state expenditure patterns; monitoring performance requirements, recommending remedies or sanctions for contract breaches; processing contract and budget amendments; directing and coordinating critical data requirements, conducting contract-related data analyses, closing contracts and collecting overpayments, managing outstanding service authorization balances per CRS standards for providers and contract requirements. Oversee, manages, and coordinate with HHSC Rate Provider Finance department the list of service specification levels, including codes, and payment rates. Provides lead, training, and technical assistance to CRS staff in regard to utilization review reports, and tools, including corrective action plans to contractors and vendors for the provision of quality services. Work involves coordinating with CRS staff in areas of program compliance and performance integrating available financial and program data in the review and oversight activities for continued process and program improvement. Monitor budget and program targets, including case expenditures, and outstanding service authorization and follow up with providers on claim submission. Provide technical assistance and training to staff and service providers. Monitor updated contract rates and contractor/vendor information in the program case management system (ReHabWorks). Represent the program at meetings, work groups, committees, conferences, and as assigned, and develop outreach plans for potential new providers. Lead and oversee quality control reviews of the work of others and/or prioritize the workload of others to ensure team compliance with legal status, requirements, and regulations. Work under minimal supervision, with considerable latitude for the use of initiative and independent judgment related to compliance monitoring tasks. Performs other Contract Management duties as assigned.

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
Five (5) 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
Knowledge of Historically Underutilized Business (HUB) requirements, state, and federal laws, agency regulations, policies, rules, and requirements relating to contracting and procurement processes.
Knowledge of state procurement, contract development, and management requirements, the Texas legislative process, and public accountability systems and practices.
Knowledge of project management, contract management theory, strategic planning, budget management, policies, and procedures of contract management
Knowledge of developing, negotiating contracts, monitoring and quality assurance monitoring reviews of contracts.
Knowledge of principles of leadership and how to effectively interact with various leadership styles.
Knowledge of database systems and systems development.
Skill in quality assurance financial case reviews and consumer case file utilization reviews.
Skills in providing technical assistance to providers and colleagues related to policies and procedures, billing, coding, and invoicing.
Skill in the use of applicable software for developing and supporting contracts.
Skill in managing multiple and competing priorities.
Skill in identifying work problems early, analyzing data for evaluating alternatives, and implementing solutions.
Skill in effective leadership, management, and administration
Skill in working collaboratively and cooperatively with diverse groups.
Skill in communicating effectively both verbally and in writing analyses and administrative reports.
Skill in organizing, coordinating, and directing projects and reports.
Skill at drafting procurements and contract documents.
Ability to organize, prioritize, and complete multiple tasks with deadlines.
Ability to evaluate contracts, understand, interpret, and apply rules, regulations, policies, and procedures.
Ability to evaluate expenditures, recommend continuation or termination of contracts, establish goals and objectives.
Ability to establish and maintain effective working relationships to plan, assign, and evaluate, direct the work of others.
Ability to build effective work teams, manage and motivate staff.
Ability to apply a critical and analytical approach to problem-solving and the ability to prioritize and manage multiple responsibilities.
Ability to interpret data and develop effective operating procedures.
Ability to write concise reports regarding monitoring findings.
Ability to organize and present information effectively both orally and in writing.
Ability to lead in an environment of change

Nice To Haves

Experience with State of Texas procurement systems including SCOR, and CAPPS
Experience supporting legislative inquiries, audit responses, public information requests, or Sunset review activities
Dual Certification: Certified Texas Contract Manager (CTCM) and Contract Texas Developer Manager (CTCD). Certification completion is required within one year of employment

Responsibilities

Coordinates and negotiates contracts to include budget reviews, contract funding allocation decisions, negotiations of revised CRS requisition budgets, and performance measures with selected vendors.
Provides advanced technical knowledge related to contract management and program performance in various systems that are critical to the work of the CRS program, including but not limited to ReHabWorks, CAPPS Fin system, System Contract Operations, and Reporting (SCOR), and CRS Data Reporting System (DRS).
Coordinates the developing complex IFB’s, RFPs, RFQs, Open Enrollments, and risk assessment process for contract monitoring and planning of the CRS-authorized services.
Facilitate CRS procurement activities associated with solicitation development, advertisement, evaluation of proposals/responses, and pre-award activities.
Participate in coordinated on-site, desk reviews to encompass both financial and consumer records compliance.
Works with all internal and external staff to resolve utilization review findings by defining the criteria/requirements/processes and recommending appropriate dispositions.
Monitors contract performance by tracking CRS Spot Purchases requisitions and Service Authorizations encumbered funds, percent of paid and performance data as well as appropriate contract deliverables.
Completes analysis of contractor performance by reviewing contractor expenditure data, performance reports, delivery services, timely submission of invoices, technical assistance and training documentation, and other pertinent data as it relates to contractor performance.
Manage expenditures to ensure the appropriate use of funds.
Communicates the results and recommend actions on a routine basis to CRS staff.
Develop solicitations, identify and monitor purchasing-related issues and work with purchasers, management, requesters, subject matter experts, other agency staff, and stakeholders to manage and resolve issues.
Trains lead and/or prioritize the workload of others when making assignments and conducting compliance and quality assurance reviews.
Monitors contract hospitals, PARS facilities, Outpatient therapy clinics, Medical equipment, and supplies companies including analyzing operations, observing activities, making on-site visits, and examining medical records.
Ongoing recruitment, procurement, development, evaluation, fiscal monitoring, contract compliance, and addressing compliance findings of CRS vendors.
Conducts analysis of monitoring findings and resolves them on behalf of management.
Reviews and analyzes financial and programmatic operations and challenges related to procuring goods and services, including the development of evaluation instruments, and making recommendations for continuing, renewing, modifying, or canceling contracts, overpayments, and outstanding services authorizations.
Reviews and/or develops bid evaluation instruments; modifications of solicitation, contract boilerplate, and other contract-related documents; and develops contract administration policies and procedures.
Performs written and oral communication with contractors as the single point of contact for all contractual accountability activities between the State and contractors.
Facilitates and ensures delivery of financial and programmatic technical assistance and training implemented.
Provides guidance to internal and external customers regarding contract administration, policies, and procedures.
Identifies training needs and public outreach for CRS core services needs and determines how training should be conducted.
Represent the program at meetings, work groups, committees, conferences, and as assigned, and develop outreach plans for potential new providers.
Coordinates resolution of contractor issues, initiates and negotiates all contract amendments (to include terminations) and sanctions, obtains approval of amendments/sanctions with appropriate management, communicates impact of changes to appropriate contractor and staff, and ensures implementation and resolution of contract sanctions.
Ensures all contract closeout activities are performed according to HHSC policy.
Serves as the primary point of contact with CRS contractors and vendors regarding contractor performance issues.
Coordinates with Contract Specialist and CAM when appropriate regarding requests for information.
Maintains contractor files ensuring accessibility of information necessary for appropriate contract management.
Administers meetings with program staff to discuss contracting/ forecasting/ projections and provide recommendations to address barriers to meeting goals, staffing shortfalls, and peak contracting periods.
Ensures continuity of operations during emergencies or catastrophic events.
Develop and planning of contract administration policies and procedures.
Responsibilities include implementing goals and objectives to support agency-wide strategic plans, policies, and procedures.
Serves as subject matter expert related to contract management on assigned workgroups in coordination with accounting, budget, legal, and PCS.
Analyzes CRS program contracting systems, outputs, and activities; identifies gaps and recommends system improvements.
Manage special projects as required or requested.
Oversees and administers contract enforcement actions due to breach of contract, which includes, but is not limited to, performance recoupment, imposing liquidated damages, withholding partial or full payments, and contract suspension or termination.
Oversee, manages, and coordinate with HHSC Rate Provider Finance department the list of service specification levels, including codes, and payment rates.
Monitor updated contract and payment rates and contractor/vendor information in the program case management system (ReHabWorks).
Perform other duties as assigned.
Other duties as assigned include but are not limited to actively participating and/or serving in a leadership role to ensure the effectiveness of work assignments.