Management Analyst IV

TX-HHSC-DSHS-DFPS•Austin, TX

10d•Hybrid

About The Position

The Management Analyst IV performs highly advanced (senior level) contract administration, analysis, grant development, and coordination work. This role will work extensively on cross-divisional projects within the CFO Division which will involve but not limited to development and management of various types of procurements; entry of purchase requisitions; managing contract deliverables and reporting; data and document management; and project planning and implementation. The Management Analyst must adhere to agency policies, procedures, and processes. The Management Analyst IV works under minimal supervision, with considerable latitude for the use of initiative and independent judgement. This position is expected to participate and potentially lead internal and external stakeholder meetings, solicitation/grant requirements gathering sessions, and contract negotiations, if needed.

Requirements

Intermediate knowledge of: Contract administration practices, tools, strategies, and cost monitoring for large scope or high-dollar contracts; of system and procedures used to evaluate a third-party vendor’s performance; and of local, state, and federal laws and regulations relevant to the administration of federal funds.
Policies, rules, or regulations relating to grant administration, compliance, policies, and procedures.
Purchasing and procurement methods and procedures, state procurement principles and practices, assigned commodities and products on the open market, supply sources, and principles of business administration and accounting.
State of Texas procurement laws, regulations, procedures, principles, practices, and contract management guidelines.
State of Texas procurement laws, regulations, procedures, principles, practices, and contract management guidelines.
Proficient Skill in: Analyzing/interpreting large and complex data sets, and drafting complex documents/reports, policies, and procedures.
Leading and conducting meetings within internal and external stakeholders using Teams/Go-To-Meetings/Go-to-Webinars or related products.
Preparing written analyses and administrative reports and special projects as assigned.
Communicating complex information in a clear, understandable way in writing and in person.
Organizing and presenting information effectively, both orally and in writing, to individuals at all levels both internally and externally.
Managing multiple projects with competing priorities while meeting tight deadlines.
Demonstrated Ability to: Analyze or evaluate problems; to develop, recommend, or present alternative solutions; to conduct or coordinate studies; to develop, interpret, or implement policies and procedures; to design programs or training; to prepare concise reports; and to communicate effectively.
Evaluate contracts and make recommendations on amendments and renewals.
Work independently and efficiently in an autonomous environment and takes ownership of procurement projects from conception to completion.
Adapt to rapid changes as needed to address workload and priorities.
Gather, write, and edit contract requirements and specifications.
Promptly resolve complex problems using critical thinking.
Exercise sound judgment in making critical decisions in analyzing complex information and developing plans.
Assist with directing program activities to establish goals and objectives that support the strategic plan, and to devise solutions for administrative problems.
Interpret policies, rules or regulations to resolve related issues and concerns.
Professionally interact and communicate with multiple stakeholders including Executive leadership, department staff, and contractors.
Establish and maintain positive, effective working relationships with others.
Certified Texas Contract Manager (CTCM) and Certified Texas Contract Developer (CTCD) required.
Graduation from an accredited four-year college or university. A degree with major coursework in business administration, human resource management, finance, public administration, or a related field is generally preferred. Procurement, contracts, and grant experience and education may be substituted for one another on a year-for-year basis for up to four years.
A minimum of two (2) years of demonstrated experience in the public sector that includes developing and negotiating complex procurements.
Possesses a valid CTCM and CTCD certifications through the State of Texas.

Responsibilities

Procurement Lifecycle (60%) – Meets with CFO staff to establish the scope, requirements, objectives, budget, and implementation schedule for various procurements (Request for Offer (RFO), Requests for Proposal (RFP) Request for Qualifications (RFQ),Request for Application (RFA), Invitation for Bid (IFB), Open Enrollment, etc.). Research, identifies, develops, and documents procurement related tasks related to market research, contract terms, budgets, evaluation criteria, and solicitation documentation. Assesses internal stakeholder procurement needs and conducts working sessions to gather preliminary requirements. Performs in the capacity of subject matter expert (SME) during the procurement and contract development processes. Develops solicitation packages for complex procurements using the appropriate procurement method. Works with System Contracting to develop, edit, finalize, negotiate, and execute contract package(s) including routing the contract package(s) for approvals in CAPPS and through DocuSign. Confirms procurement and contract files, checklists, and risks are uploaded and entered into the System of Contract Operations and Reporting (SCOR). Performs contract close out activities within required timeframes to ensure agency compliance. Completes contract monitoring reviews within assigned time limits and in accordance with the contract, state rules, federal regulations, and agency guidelines. Deploys and promotes best practices in contract management to mitigate risks during contract lifecycle. Monitors, reassesses, and manages risks throughout the contract lifecycle. Escalate matters as needed to leadership and System Contracting when appropriate. Conduct lessons learned on procurement and contract reviews to determine potential areas of improvement. Tracks budgets need to ensure goods/services are received as contractually required. Ensure compliance with departmental activities with HHS policies and procedures and state procurement laws.
Stakeholder Engagement and Communication (25%) - Provides excellent customer service through written and oral communications with contractors and contract stakeholders. Maintains initiative-taking, professional, and productive communications and working relationships with all internal and external stakeholders at all times. Facilitates post-award contract meetings with contractors and stakeholders to develop a mutual understanding of performance and administrative expectations. Communicates complex contract information in an easily understandable way to diverse audiences. Facilitates and conducts meetings with internal and external stakeholders during the contract lifecycle.
Analysis and Other Work (15%) - Interprets historical, current, and projected data to identify problems, causes, and areas for which procedural or system changes are indicated, especially as it relates to cross-divisional coordination functions, requisitions and purchasing, and contract compliance. Assists with the evaluation of agency functions and activities being considered for conversion to contract operations, or for supplementation by contracted support; provides support and guidance to staff regarding the process for conducting an analysis; and briefs department management on activities. Generate reports and data related to work activities, including developing long-term schedules and plans. Evaluate new or improved business and management practices for application to CFO operations. Reviews and evaluates recommendations for improvement and corrective action to standardize or improve organizational systems. Develops new or modifies existing administrative policies, procedures, and objectives, including updating forms and reports, related to complex requisitions and purchases, obtaining training resources, and subscription services. Analyzes new or proposed legislation or regulations to determine their effect on program operations and management. Reviews comprehensive technical records and reports that present and interpret data, identify alternatives, and make and justify recommendations. Participates in educational outreach activities such as writing newsletter articles or videos. Other duties as assigned by management.

Benefits

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

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