Contract Administration Mgr I

Job Description:
PERCENT REMOTE WORK AVAILABLE

The Contract Administration Manager I (CAM I) reports to the director of Information Technology Contract Management and Oversight section; however, the CAM I receives direction from a team lead position classified as a Contract Administration Manager II (CAM II).

This position performs advanced (senior-level) contract administration work that includes the execution and administration of contracts that are very large in scope, have a high degree of complexity, and have a total contract value which typically exceeds $10 million.

Work involves developing, negotiating, executing, evaluating, and monitoring contracts. Work involves providing technical support for a wide range of information technology contracts.

The position coordinates quality assurance activities. The position develops and reviews statements of work, including specifications, key performance measures, and special terms and conditions for the development of new or amended contracts.

Ensures Information Technology (IT) management understands and authorizes the contract terms. Obtains approval from Contracting Services and Finance for purchases. Leads negotiation strategies, prepares contract documents, and performs quality assurance activities to ensure policy compliance in processing of IT contracts.

Renders opinions and advice regarding drafting and administering contracts and provides technical assistance in the development of contracts or amendments based on provider resources, services required, information supplied by bidders, and related procurement specifications.

Coordinates with Health and Human Services Commission (HHSC) Procurement and Contracting Services (PCS) and Health and Human Services (HHS) system agencies regarding contract procurement and execution activities.

Interprets federal regulations, state statute, agency administrative rules, and policies. Conducts reviews of contractor invoicing, fiscal data, and eligibility determinations for compliance with contract terms and department policies and processes.

Verifies that contractors are meeting HHSC's performance expectations and mitigates concerns. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment.

Essential Job Functions:
• (20 percent) Works with the customer and IT staff to provide guidance for the completion of business case and use case documentation for clear and concise inclusion in Request for Offer (RFO)-related documents. Serves as a liaison between HHS agency leadership, division leadership, contractors, stakeholders, HHSC PCS, and customers. Develops, executes, and manages complex IT contracts not to exceed $10 million, providing a broad range of services across multiple organizational departments, including the development of strategies and goals for administration of IT contracts. Coordinates the investigation and resolution of discrepancies, complaints, or disputes by negotiating settlement agreements or by canceling or terminating contracts as needed or upon request. Provides input on contract budgets and budget allocations for proposed contract agreements, collaborates with the team lead (CAM II) and management to coordinate and monitor budget allocations, and offers proposed alternatives when appropriate. Reviews and analyzes legislation related to purchasing, including tracking legislative bills and assisting with bill analysis. Works with agency procurement staff to prepare for vendor conferences. Works with agency procurement staff to plan response scoring guides; train evaluators, and monitor evaluators adherence to procurement and confidentiality requirements. Drafts vendor performance and management documents as necessary. Completes appropriate reports and documentation related to contract planning and tracking. Provides guidance to contract specialist III, IV, and V positions on contract content and requirements. Coordinates the development and training of staff regarding contract management roles and responsibilities.
• (25 percent) Interprets program policies, procedures, state and federal regulations for internal and external inquirers. Monitors legal and regulatory requirements pertaining to the performance of contract management. Assists with the development of contract management and administration policies, processes, and procedures. Reviews reports of statistical information related to program contracts ensuring data entries accurately reflect the status of contract activity.

• (15 percent) Coordinates quality assurance activities regarding contract processing and administration by developing contracting quality assurance activities. Coordinates technical reviews of contracts and related amendments verifying contract data meets performance, legal, and fiscal requirements described in the contract. Uses internal quality review tools to review and evaluate compliance with contract management and administration criteria.

• (15 percent) Identifies cost saving opportunities for initial contracts, contract extensions, and contract amendments as applicable, and may assist with and conduct research for special studies or surveys to identify process improvements. Prepares and conducts presentations. Reviews specifications for bids or solicitations and negotiates or communicates other contract terms. Maintains contracts by negotiating contract options, amendments, and work plan changes. Maintains documentation in each contract file; monitors contract performance by examining billings, fiscal data, performance, and eligibility determinations for compliance with contract terms; and resolving audit exceptions by defining causes of errors and recommending dispositions.

• (15 percent) Uses automated databases to plan, track and complete required contract activities and ensures complete and thorough records are uploaded to the contract management database.

• (10 percent) Prepares correspondence and reports according to designated procedures. Represents the agency at contract planning sessions, committees, workgroups and meetings to address significant issues.

Knowledge Skills Abilities:
• Advance knowledge in IT Procurement and Contracts
• Advance knowledge of procurement and contract management principles, and procedures
• Advanced knowledge of State of Texas Procurement and Contract Management guidelines
• Advance knowledge of negotiation and conflict resolution strategies and techniques, contract administration and cost monitoring for complex large scope or high-dollar value contracts; systems and procedures used to evaluate vendor’s performance; and local, state, and federal laws and regulations relevant to the administration of state funds.
• Ability to handle multiple projects, manage competing priorities, and meet tight deadlines.
• Ability to work independently and as part of a team.
• Ability to communicate effectively both verbally and in writing.
• Ability to gather, assemble, and correlate data.
• Ability to exercise sound judgment in making critical decisions to analyze complex information and develop plans• Ability to interpret complex data.
• Ability to interpret and apply policies, procedures, and regulations.
• Ability to make mathematical computations and tabulations with a high degree of accuracy.
• Ability to comply with all agency policies and applicable laws.
• Ability to evaluate material data for reasonableness, necessity, and conformity with contract requirements.

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