Family Support Services Contract Specialist II

Texas Office of Consumer Credit Commissioner -•Austin, TX

8d•Hybrid

About The Position

The FSS Contract Specialist II position reports to the FSS Billing Manager and performs complex (journey-level) contract management work. This position reviews FSS contract billings and fiscal data in accordance with HHSC policies and applicable state and federal statutes, rules and regulations. Monitors legal and regulatory requirements to ensure contracts are in compliance with state procurement rules and policies. Develops and maintains records management systems and processes for contract management. Manages bill payments including tracking of associated purchase orders and warrants, Administers contract billing and payment processes; develops reports and updates reports. Evaluates grantee expenditure data and ensures appropriate funding and expenditures. Coordinates with FSS management and other staff to facilitate contracting activities, general program operations and address billing problems as they arise. Provides billing technical assistance guidance and represents FSS on internal and external workgroups and at meetings. Provides input for internal reporting and tracking of billing and payments. Reviews FSS contract documents, amendments, and solicitations to ensure FSS contracts are in compliance with state procurement rules and policies. Works under general supervision, with moderate latitude for the use of initiative and independent judgment.

Requirements

Experience in contract development, management, or evaluation work.
Graduation from an accredited four-year college or university with major coursework in business administration or a related field is generally preferred.
Experience and education may be substituted for one another.
Certified Texas Contract Manager (CTCM) certified within one (1) year of hire.
Two years’ experience in contract development, management, or evaluation work, general business administration, accounting, or finance.
Graduation from an accredited four-year college or university with major coursework in business administration or a related field is generally preferred.
Experience and education may be substituted on a year-to-year basis.
Knowledge of state procurement and contract management requirements, regulations, and best practices; negotiating contracts; developing contracts; business administration and accounting principles and practices; and policies and procedures of contract management.
Skill in the use of a computer and applicable software.
Ability to evaluate contracts and recommend future status; to interpret policies, procedures, and regulations; to evaluate fiscal data for reasonableness, necessity, and conformity with contract requirements; to write and edit contract requirements and specifications; to negotiate features of a contract; and to communicate effectively.

Nice To Haves

Graduation from an accredited four-year college or university with major coursework in business administration or a related field is generally preferred.
Certified Texas Contract Manager (CTCM) certified within one (1) year of hire.

Responsibilities

Monitors FSS contract performance by examining billings, and fiscal data for compliance with terms of contract, HHSC policies and applicable state and federal statutes, rules and regulations.
Monitors legal and regulatory requirements to ensure contracts are in compliance with state procurement rules and policies.
Develops and maintains filing, record-keeping, and records management systems as it pertains to FSS’ contract budgets and billing documents.
Utilizes automated contracting and financial system to process and finalize contracts and purchase orders to process invoices.
Administers contract billing processes and monitors the progress of FSS contract billing and payments.
Tracks invoices from and payments remitted to FSS grantees and vendors.
Reports, updates, tracks the activity of contracts and related processes associated with procuring goods and services.
Evaluates expenditure data to ensure appropriate use of funds.
Monitors spending trends to ensure that FSS maximizes its available funding.
Responds to requests for information about FSS funding and budget issues.
Functions as a liaison with the purchasing department to provide information and guidance as needed.
Establishes and monitors multiple timelines for FSS contracts and grant agreements.
Provides regular contract monitoring status reports and provides explanations for variances in the monthly reports.
Develops reports to facilitate decision-making processes regarding renewal or terminations of contracts.
Coordinates with FSS management and other staff to facilitate contracting activities, general program operations and address contract billing problems.
Researches contracting issues, works with agency contracting and program staff to identify program contracting needs, develops action plans, and facilitates problem resolutions.
Researches and reviews contract files and automated records as necessary in order to provide information to internal and external customers on contract inquiries.
Identifies system or workflow issues and recommends policy and procedure changes and solutions.
Provides contract billing to other contract staff or external parties.
Represents FSS on internal and external workgroups and meetings as required.
Ensures the contract billing file is complete and all essential documents have been submitted to file.
Recommends resolutions for discrepancies and problems regarding contract billing.
Coordinates the preparation, editing, and distribution of contract billing documents including purchase vouchers related to FSS contracts and FSS program policies and procedures.