Contract Specialist V

TX-HHSC-DSHS-DFPS•Grand Prairie, TX

3d•$5,425 - $8,886•Onsite

About The Position

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. 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. Explore more details on the Benefits of Working at HHS webpage. The Texas Health and Human Services Commission (HHSC) Family Resources and Eligibility Resources (FRES), Access and Eligibility Services (AES) department is looking for individuals who want to join an exciting and dynamic team working in a high performing and innovative environment. AES provides an integrated and streamlined approach to connect individuals to services and supports to reduce institutionalization, allow individuals to remain in their communities, and promote economic and personal self-sufficiency. The Contract Specialist V position, under the supervision of the Office of Administration (OA) Eligibility Operations and Disability Determination Services (EODDS) Contract Te0am Manager, strives to achieve its goals of delivering best in class customer service to clients and stakeholders; strengthening program oversight, integrity, and accuracy; seeking innovative ways to streamline and improve service delivery; creating and promoting a culture of excellence; and promoting departmental efficiencies and responsible stewardship of agency resources. Our staff are well organized; able to multi-task; possess the ability to continuously learn and improve; able to thrive in a challenging, fast-paced, and evolving environment; and have good communication skills, a positive attitude, strong work-ethic, and a desire to help others. Under the supervision of the Contract Administration Manager, the Contract Specialist V serves as the agency’s subject matter expert (SME) related to the goods or services sought through contract management functions, participates and/or oversees all phases of contract management, monitoring, and closeout for designated Outstationed Worker Program (OWP) revenue generating contracts and agreements. The OWP plays a crucial role in processing Medicaid applications for individuals who are deemed presumptively eligible by qualified entities, such as hospitals or other health care providers. These workers are stationed outside of typical office environments, often within healthcare settings, to provide more accessible services to applicants. This program helps streamline the application process for individuals who may be in urgent need of medical coverage, ensuring they can access services promptly. It also assists in managing the complexities of the eligibility determination process, which is critical for maintaining the integrity of the Medicaid program in Texas. For more detailed information, you can refer to the [Texas Works Handbook] (https://www.hhs.texas.gov/handbooks/_exas-works-handbook) on the Texas HHSC website. This position provides oversight, interpretation, and daily management for assigned contracts. Acts as the liaison between contractors and program staff. Facilitates communication and collaboration between all contract stakeholders and serves as the single point of contact for all contractual accountability activities between the State and contractors. Develops policies and procedures related to contracting services. This position serves as the lead in contract development activities through execution, initiates amendments, monitors contractor performance and expenditures, provide technical assistance and will close out contracts. This position must provide high-quality customer service to external and internal customers by providing timely responses to inquiries, taking the initiative to solve problems, exercising flexibility, and continuing to seek improvements within the unit and program areas. Reviews contractor financial and programmatic reports for compliance. Serves as a subject matter expert in assigned workgroups and training activities, including developing presentations for management and staff. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment. With minimal supervision and extensive latitude for the use of initiative and independent judgment, the Contract Specialist V performs highly advanced, senior level, technical and consultative work assisting with the oversight of the daily operations and contract management activities from contract development to contract closeout within the EODDS OWP Contract Management Team. This position provides guidance and support as a team lead to the contract management team. Moreover, the successful candidate will inspire, communicate effectively, and foster collaboration with the team. The Contract Manager V is the liaison between contractors, program staff, Procurement and Contracting Services, Health and Human Services Legal Division, Finance Operations, and other AES internal/external stakeholders. Essential Job Functions: Attends work on a regular and predictable schedule in accordance with HHSC leave policy and performs other duties as assigned. This position may be considered for telework in accordance with HHSC policy, at the discretion of AES Leadership, and to meet the business need. EJF1: Performs comprehensive contract management for assigned contracts. Develops policies and procedures related to contracting activities. Negotiates and develops contracts, contract letters, and amendments. Maintains contractor files electronically, ensuring accessibility of information, in accordance with record retention requirements. Ensures all contract closeout activities are performed according to HHSC policy. Informs OA management and AES leadership of significant contractor compliance and performance issues and provides recommendations for action. Participates and oversee the development of contracting activities such as, facilitating and planning meetings, setting timelines, and developing contract documents, including letters, amendments and renewals. (20%) EJF2: Develops and maintains procedures to ensure accountability and documentation related to performance measures and contract management. Coordinates monitoring for contractual accountability activities between the State and contractors. Completes assigned monitoring reviews within assigned time frames and in accordance with the contract, state rules, federal regulations, and program guidelines. (20%) EJF 3: Administers the billing process and eligibility monitoring functions for contract billings. Monitors contractor invoice payments, accounts receivable reports, ensures timely collections, and makes contract action recommendations for delinquencies. (20%) EJF4: Establishes and maintains effective working relationships and communications with HHSC staff in the field and state office, internal and/or external stakeholders and provides timely responses to requests and inquiries for information. Consults with internal staff to resolve problems, identify needs, and resolve contracting matters. Communicates with supervisor, OA management, and AES leadership in a timely manner regarding problematic situations and applies proper judgment to ensure appropriate action is taken. (20%) EJF5: Performs written and oral communication with contractors. Ensures timely review and response on all correspondence. Coordinates responses to issues, inquiries and correspondence concerning contractors' functions and activities. Provides guidance to internal and external stakeholders regarding contract administration, policies, and procedures. Completes quality assurance checks on OWP Team contracts, agreements, risk assessments, and contract closeout process. (20%)

Requirements

Bachelor's degree from an accredited university or college OR Four (4) years of relevant experience in lieu of a degree.
Minimum one (1) year of relevant experience in procurement, contract management, contract administration, procurement, or contract monitoring.
Proficiency in MS Office Suite (Excel, Word, PowerPoint).
Experience interpreting federal and state laws, policies, rules, and requirements in Health and Human Services programs.
Knowledge of the principles and practices of contract administration and management.
Knowledge of contract performance analyses and monitoring procedures.
Knowledge of state and federal laws, rules, regulations, policy, and procedures relevant to contracts.
Skill in communicating effectively both orally and in writing.
Knowledge of contracting, performance management, and reporting.
Skill in establishing and maintaining effective working relationships.
Skill in operating a personal computer.
Skills in time management.
Skills in project management.
Skills in effective oversight to include planning, development and implementation of systems and processes.
Skills in operating personal computers and in using applicable software, including Microsoft products with emphasis on the use of Excel, SharePoint, and Salesforce.
Strong ability to write and edit correspondence, memoranda/reports, and performance requirements related to contracting.
Strong ability to communicate effectively both orally and in writing.
Ability to communicate with internal and external stakeholders.
Ability to develop and maintain strong working relationships.
Ability to lead or facilitate workgroups.
Ability to lead projects to completion in a timely manner.
Ability to manage and coordinate contract activities.
Ability to identify and analyze problems and propose effective solutions.
Ability to organize and present information effectively, both orally and in writing.
Ability to prepare administrative reports and special projects, as assigned.
Ability to interpret policies and develop effective operating procedures.
Ability to analyze and solve problems, to make decisions affecting overall departmental operations, and comprehensively and accurately evaluates reports.

Nice To Haves

Experience with SCOR, Salesforce, and CAPPS Financial software.
A current and valid Certified Texas Contract Manager (CTCM) certification issued by the Texas Comptroller's office is required or acquired within 6 months.

Responsibilities

Performs comprehensive contract management for assigned contracts.
Develops policies and procedures related to contracting activities.
Negotiates and develops contracts, contract letters, and amendments.
Maintains contractor files electronically, ensuring accessibility of information, in accordance with record retention requirements.
Ensures all contract closeout activities are performed according to HHSC policy.
Informs OA management and AES leadership of significant contractor compliance and performance issues and provides recommendations for action.
Participates and oversees the development of contracting activities such as, facilitating and planning meetings, setting timelines, and developing contract documents, including letters, amendments and renewals.
Develops and maintains procedures to ensure accountability and documentation related to performance measures and contract management.
Coordinates monitoring for contractual accountability activities between the State and contractors.
Completes assigned monitoring reviews within assigned time frames and in accordance with the contract, state rules, federal regulations, and program guidelines.
Administers the billing process and eligibility monitoring functions for contract billings.
Monitors contractor invoice payments, accounts receivable reports, ensures timely collections, and makes contract action recommendations for delinquencies.
Establishes and maintains effective working relationships and communications with HHSC staff in the field and state office, internal and/or external stakeholders and provides timely responses to requests and inquiries for information.
Consults with internal staff to resolve problems, identify needs, and resolve contracting matters.
Communicates with supervisor, OA management, and AES leadership in a timely manner regarding problematic situations and applies proper judgment to ensure appropriate action is taken.
Performs written and oral communication with contractors.
Ensures timely review and response on all correspondence.
Coordinates responses to issues, inquiries and correspondence concerning contractors' functions and activities.
Provides guidance to internal and external stakeholders regarding contract administration, policies, and procedures.
Completes quality assurance checks on OWP Team contracts, agreements, risk assessments, and contract closeout process.
Attends work on a regular and predictable schedule in accordance with HHSC leave policy and performs other duties as assigned.