Technology Contract Specialist or Sr.

Teacher Retirement System of Texas•Austin, TX

59d•Onsite

About The Position

The Technology Contract Specialist performs professional contract development and solicitation work related to the procurement of automated information systems (AIS) and other technology. The incumbent will develop and monitor purchase orders and contracts, facilitate contract managers through the contracting process, and provide reporting and special project coordination. This position will proactively work with the IT Procurement Team, Contract Management Office, Business Unit staff, Procurement and Contracts (P&C) staff, and agency employees. The Technology Contract Specialist Senior performs complex professional contract development and solicitation work related to the procurement of automated information systems (AIS) and other technology through the contract execution. The incumbent will develop and monitor purchase orders and contracts, facilitate contract managers through the contracting process, and provide reporting and special project coordination. This position will proactively work with the IT Procurement Team, Contract Management Office, Business Unit staff, Procurement and Contracts (P&C) staff, and agency employees. This is an onsite position at our Austin TX office, with the opportunity to work from home one day a week. This vacancy will be filled at one of two levels - Technology Contract Specialist or Technology Contract Specialist Sr. Selected applicant will be offered the position that most closely matches their education and experience.

Requirements

Bachelor's degree from an accredited college or university in supply chain management, business administration, finance, or a closely related field.
High school diploma or equivalent and additional full-time experience in contract management, development, administration, negotiations, or related experience may be substituted on an equivalent year-for-year basis.
Three (3) years of full-time directly related, progressively responsible experience in contract management, development, administration, negotiations or related experience.
One (1) year of full-time directly related, progressively responsible experience working with automated information systems (AIS) technology procurements, Department of Information Resource (DIR) procurements, and Request for Offers (RFO) solicitations, or related experience.
Five (5) years of full-time directly related, progressively responsible experience in contract management, development, administration, negotiations, or related experience. (Senior)
Two (2) year of full-time directly related, progressively responsible experience working with automated information systems (AIS) technology procurements, Department of Information Resource (DIR) procurements, and Request for Offers (RFO) solicitations, or related experience. (Senior)
Experience may be concurrent.
A master's degree or doctoral degree in a directly related field may be substituted on an equivalent year-for-year basis.
Certification as a Certified Texas Contract Developer (CTCD) or equivalent, or must be obtained within six (6) months of employment if not already certified; AND:
Certification as a Certified Texas Contract Manager (CTCM) must be obtained within one (1) year of employment if not already certified.
Knowledge of: State of Texas contracting, purchasing and procurement rules, regulations, policies, procedures, and processes, including the HUB program.
Knowledge of: Texas Smart Buy.
Knowledge of: Department of Information Resources process for IT contracts and services.
Knowledge of: Contract administration theories, practices, techniques, rules, regulations, and related technology.
Knowledge of: Relevant agency policies and procedures.
Skills in: Writing contract specifications, deliverables, and terms and conditions.
Skills in: Negotiating contract terms and requirements, balancing departmental and provider requirements, and resolving related issues.
Skills in: Evaluating contracts and contractor performance and recommending future actions.
Skills in: Collecting and evaluating complex statistical data for reasonableness, necessity, and conformity with contract requirements.
Skills in: Planning and project management, including planning, organizing, and coordinating work assignments to effectively meet frequent and/or multiple deadlines; handling multiple tasks simultaneously; and managing conflicting priorities and demands.
Skills in: Effective and professional written and verbal communications, including preparing and delivering complex reports, presentations, bid proposals and specifications, and policies.
Skills in: Using a computer in a Windows environment with word processing, spreadsheet, and other business software, including contract tracking and management systems
Skills in: Analyzing problems and devising effective solutions.
Ability to: Provide quality customer service.
Ability to: Analyze contracts to identify desirable terms and assess compliance with established standards.
Ability to: Establish and maintain harmonious working relationships with co-workers, agency staff, and external contacts.
Ability to: Work effectively in a professional team environment.
Ability to: Advise staff on technical and administrative aspects of contract development and administration. (Senior)

Nice To Haves

One (1) year of experience with contract development and negotiations at a State of Texas governmental entity or similar setting.
One (1) year of full-time directly related, progressively responsible experience using the formal solicitation process for awarding technology procurements or related experience.
Experience assisting with budget and expenditure administration, supply chain management, purchasing, or related functions.
Two (2) year of experience with contract development and negotiations at a State of Texas governmental entity or similar setting. (Senior)
Two (2) years of full-time directly related, progressively responsible experience using the formal solicitation process for awarding technology procurements or related experience. (Senior)

Responsibilities

Coordinates and facilitates procurement-related meetings such as kick-off and pre-proposal meetings, post-award conferences, team briefings, evaluation scorings, etc.
Coordinates or advises with purchasing and contracts staff, contract managers, and management to help resolve complaints involving contractors and/or prospective contractors.
Develops or evaluates specifications, statements of work and solicitation documents, including Invitations for Bid (IFB), Requests for Proposals (RFPs), Requests for Offers (RFOs), and Requests for Qualifications (RFQs).
Develops or evalautes specifications, including conferring with vendors and agency staff, to ensure items to be purchased are accurately and completely described.
Prepares and signs purchase orders and/or contracts for goods and services; coordinates with Legal Services and/or the to evaluate service delivery, coordinate corrective actions with vendors, and negotiate extensions or modifications to contracts; and enters information into state and/or agency purchasing systems.
Prepares formal solicitation documents (including Invitation for Bid, Requests for Offer, Requests for Proposal, and Requests for Qualifications, DIR solicitations) and distributes to appropriate vendors, including Historically Underutilized Business (HUB) vendors.
Facilitates the evaluation of vendor responses to determine best value, negotiates with vendors to develop best offer/proposal, and awards purchases.
Monitors the procurement and contracting process to ensure that contractors are fairly and objectively selected.
Evaluates or negotiates contract terms, conditions, specifications, and provisions in accordance with applicable procurement law and the agency's best interests.
Works with legal staff and contractors to finalize contract and purchase order documents.
Serves as a primary point of contact for agency contract managers within assigned business unit(s) to facilitate new and existing contracts; and coordinates with L&C, purchasing staff (including the Historically Underutilized Business (HUB) Coordinator), accounting, management, and others as needed to ensure successful solicitation and awarding of contracts.
Advises agency managers and staff on contract-related regulations, policies, procedures, processes, systems, best practices, issues, trends, and developments.
Participates or provides input or assists in the development of standards for contract administration activities.
Reviews requisitions for completeness and compliance prior to processing the solicitation.
May processes ProCard purchases according to TRS ProCard rules and regulations and serves as a TRS ProCard holder.
May provide guidance or assistance to other purchasing and contracts staff.
Provides guidance and expertise to other purchasing and contracts staff regarding the contracting process. (Senior)
Collaborates or assists the Contract Management Office with developing a contractor oversight process, including risk assessment, monitoring plan, and evaluation criteria to ensure that contractors consistently provide quality services and that funds are spent effectively and efficiently.
Assists or maintains with the maintenance of systems for contract administration tracking, record keeping, and reporting.
Consults with contract managers in the development of bid and contract specifications and/or contract renewals and amendments.
Ensures that contracts comply with all state and agency regulations and policies, and adequately address expected deliverables, performance measures, payment methodology, and consequences for non-performance.
Assists in researching and resolving audit exceptions by defining causes of errors and recommending appropriate dispositions.
Participates in internal and external audits; research and reconciles audit exceptions; and recommends and/or implements solutions.(Senior)
Collaborates with purchasing and contracts staff and management to research, analyze, and evaluate current agency contract administration practices, policies, procedures, guidelines, processes, systems, and forms; and develops recommendations for improvements.
Develops and delivers reports and presentations to agency management and staff regarding contract administration plans, operations, activities, achievements, and related issues.
Prepares and submits regularly scheduled and ad hoc reports.
Participates on special projects, task forces, and committees.
Provides technical assistance to procurement & contracts staff, other agency staff, and vendors regarding state and agency purchasing regulations, policies, and processes.
Performs related work as assigned.