Contract Specialist V

TX-HHSC-DSHS-DFPS•Austin, TX

1d•Hybrid

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) Access and Eligibility Services (AES) department is seeking 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 with services and supports that reduce the need for institutionalization, enable them to remain in their communities, and promote economic and personal self-sufficiency. AES 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; fostering a culture of excellence; and promoting departmental efficiencies and responsible stewardship of agency resources. Our staff are well-organized, able to multitask, and possess the ability to continuously learn and improve. They thrive in challenging, fast-paced, and evolving environments, possessing effective communication skills, a positive attitude, a 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. This position leads contract management activities such as procurement development, budget reviews, contract funding allocation decisions, quality management activities, extensive contract monitoring, and other contractual activities as appropriate and mandated by HHSC policy. Additionally, the Contract Specialist V recommends sanctions for enforcement of the terms and conditions of assigned contracts. This position 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. The Contract Specialist V will be required to coordinate and implement changes as new federal and state laws, rules, regulations, and agency policies become effective; provide guidance regarding contract administration policies and procedures to program staff, management, and other AES staff as appropriate. 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. The Contract Specialist V is responsible to interact routinely with customers including program managers, staff, contractors, stakeholders, organizations, and other state agencies to ensure appropriate contractor performance according to contract terms. The Contract Specialist V serves as subject matter expert in assigned workgroups and other contract activities. The Contract Specialist V must maintain broad working knowledge of diverse contracts. This position maintains reports on contractor performance, provides information on barriers and risks to goal attainment. 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 solicitation development to contract closeout within the Eligibility Operations and Disability Determination Services (EODDS) 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.

Requirements

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, risk assessment and reporting.
Knowledge of management theory and practice including process improvement, quality assurance, public information, and public administration.
Skill in establishing and maintaining effective working relationships.
Skill in operating a personal computer, time management, and 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 Word, Excel, and Adobe.
Strong ability to write and edit correspondence, memoranda/ reports, and performance requirements related to contracting.
Strong ability to recommend applicable corrective actions and monitor / evaluate performance based on contracting knowledge and expertise.
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 procurement activities and management of contracts.
Ability to identify and analyze problems and propose effective solutions.
Ability to interpret and analyze statutes.
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.
Ability to provide leadership and control in a team environment, communicate issues and coordinate oversight across multiple cross-functional divisions, perform multiple tasks, assignments, and projects.
A current and valid Certified Texas Contract Manager (CTCM) certification issued by the Texas Comptroller's Office is required or acquired within the first six months.
Education: Bachelor's degree from an accredited university or college OR Four (4) years of relevant experience in lieu of a degree.
Experience: Minimum one (1) year of relevant experience in procurement, contract management, contract administration, or contract monitoring.
This increases to five (5) years if substituting for a bachelor's degree.
Experience in MS Office Suite (Excel, Word, PowerPoint).
Experience interpreting federal and state laws, policies, rules, and requirements in Health and Human Services programs.

Nice To Haves

Experience with SCOR, Salesforce, and CAPPS Financial software.

Responsibilities

Provides advanced technical knowledge related to coordinating agency divisions pursuing a procurement or contract, including, but not limited to, Memoranda of Understanding, Interagency Cooperation Contracts, Intra-agency Transfers, Complex Procurements, Work Orders, and other procurement types for administrative or client services contracts.
Serves as agency SME related to the goods or services sought through contract management functions.
Facilitates the procurement process on behalf of agency divisions.
Responsible for the coordination, leading, and supporting agency’s operations, program, financial, information technology (IT), and data-related SME through the procurement and contract management process.
Leads and supports the agency in the completion of all agency-related Complex Procurement and Contracting Functions.
Coordinates the development of accurate and timely procurement or contract management documentation for internal or external review and approval.
Responsible to ensure AES compliance with federal, state, HHS, procurement and contract management related policies, processes, and procedures.
Develops and communicates clear and concise procurement and contract management executive level reporting, inclusive of status updates, escalations, meeting agenda/minutes, and internal/external correspondences in a timely manner.
Provides guidance and support as a team lead to the contract management team.
Collaborates with colleagues to identify and resolve issues.
Coordinates information needs of contractors with other divisions.
Communicates plans and changes to plans to contractors individually and collectively.
Collects information and prepares legislative and/or management responses as directed by leadership.
Assists in and/or develops agency’s procurement or contract management related needs assessment, procurement methodology, determination of estimated contract value, timelines, risk assessments, required forms, executive memorandums, vendor’s communications, project expenditures to ensure appropriate use of funds.
Lead internal AES procurement and contract related workgroup in the development of pre-bid conference presentation, executive management briefings, internal evaluation training, and post-award conferences presentations.
Serves as agency SME in internal and external procurement and contracting management workgroups.
Performs timely and accurate enhanced and standard monitoring activities by coordinating validation with internal and external stakeholders’ compliance with terms of contract and policies.
Responsible for the analysis, tracking, and validation of contractual key performance requirements, deliverables, and contract requirements through the review of supportive documentation, providing technical assistance, completing desk or onsite monitoring, and collection for multi-division validation and other pertinent data as it relates to contractor performance.
Prepares and distributes responses/feedback concerning performance measures and contract deliverables.
Provides consultation and technical assistance to contractors on contract issues and interpretation of policies and procedures related to contract management.
Works with Finance Operations team to project expenditures to ensure appropriate use of funds.
Develops and processes contract amendments, renewals, and extensions.
Develops procedures to ensure accountability and documentation related to performance measures and contract management.
Coordinates resolution of contractor issues, initiates, and negotiates all contract amendments (to include terminations) and sanctions, obtains approval of amendments/sanctions with appropriate Division managers, communicates impact of changes to appropriate contractor and Division staff, and ensures implementation and resolution of contract sanctions.
Ensures all contract closeout activities are performed according to HHSC policy.
Facilitates contract termination and closeout, including the review and analysis of all program reports and actions, equipment reconciliation (if applicable), and record disposition according to contract terms.
Other duties as assigned include, but are not limited to, actively participating and/or serving in a supporting role to meet the agency’s obligations for Legislative Sessions.