OAAA Contract Specialist V

Texas Health & Human Services Commission•Austin, TX

1d•$5,425 - $7,156•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. Under the direction of the Contract Administration Manager I, performs advanced (senior level) contract management work. Work includes contract administration work that is not limited to overseeing the full contract life cycle, monitoring, and ensuring alignment with state procurement standards, and serving as a subject matter expert on contract performance and risk. This role may prepare and review working papers, monitor audit findings, and ensure documentation is in compliance with applicable provisions, standards, policies, and laws. Additionally, this position may provide technical assistance as needed, evaluate policy, write guidance, participate in workgroups, and develop and train others to support the Office of Area Agencies on Aging. The Contract Specialist V is responsible for managing complex, high-value contracts that support Older Americans Act services. This role combines technical contract knowledge with hands-on execution and offers the opportunity to shape processes, strengthen compliance, and contribute alongside experienced contract professionals. 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 considerable latitude for the use of initiative and independent judgment.

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 (3) years of full-time professional experience in large public sector organizations in contract development or management.
Two (2) years of experience interpreting federal and state laws, policies, rules and requirements in health and human services programs.
Knowledge of State 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/administration.
Knowledge of Business processes, process improvement, contract management/administrative systems, and contract management/administration processes.
Knowledge of Competitive solicitation processes and state procurement procedures, state of Texas budgeting and other financial policies and procedures.
Knowledge of Contract management, monitoring, and reporting practices for complex services contracts to reduce risk to the enterprise and customers.
Knowledge of Cost and price analysis methodologies, federal procurement standards where applicable to HHS System contracts, and HHS System procurement processes including SCOR, CAPPS, and PCS workflows.
Skill in Managing complex services contracts post-award through the full contract lifecycle.
Skill in Conducting contract monitoring activities, including identifying and addressing performance deficiencies.
Skill in Reviewing and validating invoices and deliverables against contract terms; preparing formal monitoring reports, performance reports, and contract documentation.
Skill in Negotiating contract amendments, change orders, and corrective actions with vendors.
Skill in Writing complex documents, policies and procedures.
Skill in Managing multiple and competing priorities.
Skill in Organizing and presenting information effectively to executive leadership and external stakeholders.
Skill in Use of computer software including, but not limited to SharePoint, CAPPS Financial, SCOR, Excel, ACCESS, HHSAS, USAS, or other governmental financial, contract management or human resources applications.
Ability to Independently manage a complex contract portfolio post-award; apply sound judgment to contract decisions with significant financial or operational impact.
Ability to Build and maintain effective working relationships with diverse groups and entities such as colleagues, leadership, vendors, and agencies within the enterprise.
Ability to Adapt to shifting priorities, including fiscal year-end, biennium transitions, and emerging vendor or stakeholder issues.
Ability to Problem solve and resolve conflict.
Ability to Communicate effectively in writing and verbally with executive leadership, vendors, and external stakeholders.
Ability to Establish goals and objectives while working independently and delivering results in an environment of complex organizational interactions and competing demands on staff resources.
Ability to Make independent and sound technical decisions and analyze new situations when encountered.
Ability to Learn and use sophisticated software/applications as necessary to successfully perform duties and assignments.
Ability to Interpret and apply federal and state statutes, as well as, agency rules, and policies in the development of guidelines, policies, and procedures.

Nice To Haves

A Certified Texas Contract Management (CTCM) is preferred. CTCM certification must be obtained within the first 6 months of employment.
CTCM must remain active throughout employment.
Two (2) years’ experience in contract monitoring, preferred.
Experience with State of Texas procurement systems including SCOR, CAPPS, and PCS workflows, preferred.
Experience managing contracts in a Texas state agency or HHS System environment, preferred.

Responsibilities

Independently manages a portfolio of complex, high-dollar, or high-risk contracts.
Serves as primary point of contact between the agency and the vendor for all contract matters throughout the contract lifecycle.
Reviews and processes contract amendments, renewals, change orders, and supporting documentation.
Coordinates with PCS, budget, and System Legal on solicitations, through contract execution, while adhering to procurement policy compliance.
Prepares and routes contract execution documentation.
Prepares and submits required contract reports to division leadership, oversight bodies, business owners, and external stakeholders.
Maintains accurate contract files and documentation in accordance with records retention requirements and agency standards.
Tracks and reports contract performance metrics.
Supports legislative inquiries, audit responses, public information requests, and Sunset review activities related to assigned contracts.
Maintains contract data in agency systems including GMS, SCOR, CAPPS, and SharePoint repositories.
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.
Responsible for developing the annual contract monitoring plan and coordinating with the program, contract management, and contractor staff.
Conducts contract close-out activities, including final deliverable validation, final invoice reconciliation, vendor performance documentation, and contract file archiving consistent with state records retention requirements.
Coordinates with the Records Management Office on retention compliance.
Documents lessons learned and recommendations for future procurements involving the same scope or vendor.
Performs complex monitoring of government, educational, non-profit and/or for-profit entities contracted to administer various programs for Older Americans Act services.
Work involves the examination, investigation, and review of contractor records, financial statements, 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 the monitoring engagement.
This position will be crossed trained to conduct various types of monitoring and contract management activities as determined by business need.
May actively participate or serve in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternative shift pattern assignment and/or location.