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WIC Contract Manager
4 months ago
*** % Teleworking Available ***
The Family Health Services (FHS) division of the Texas Health and Human Services Commission (HHSC) is currently seeking individuals who are interested in joining a dynamic team that works in a high-performing and innovative environment. FHS aims to provide support and resources to those in Texas who are in need, with the goal of improving health outcomes and increasing access to critical services throughout Texas communities. At FHS, we pride ourselves on our core values of courtesy, professionalism, and respect. Our team is looking for individuals who can multitask, continuously learn and improve, work well in a challenging, fast-paced, and constantly evolving work environment, have excellent communication skills, maintain a positive attitude, demonstrate a strong work ethic, and possess a desire to help others.
Works under the general direction of the Texas WIC Contract Administration Manager II in the Program Services Unit of the Health and Human Services Commission (HHSC) WIC program.
This role is crucial to the WIC Contracts team, responsible for acting as a liaison between the State and assigned contractors. The Contract Administration Manager I (CAM I) is responsible for performing senior-level contract administration and management duties for large-scale, complex, and high-value contracts. The position will focus on supporting WIC IT contract administration, submitting associated federal documentation, and coordinating and communicating with external WIC partners participating in shared IT solutions. To be successful in this role, we are looking for candidates with at least 3 years of experience in contract administration and a strong understanding of state and federal contract regulations.
Primary functions of this position encompass five areas: Procurement, Contracting, Policy Implementation, and Administrative Contract Compliance and Reporting.
The functional responsibilities of this position involve contract planning, developing and implementing process improvement initiatives, and providing consultative services and technical assistance related to contract policy and procedure development. In addition, the role includes communicating with both internal and external customers and providing supervision that ensures compliance with HHSC policies, state and federal requirements.
This position works under minimal supervision, with considerable latitude for the use of initiative and independent judgment. Work outside of regular hours may be required. Travel to other work locations may be required. Performs other duties as assigned.
Candidates selected for this position will be expected to attend work on a regular and predictable schedule as per the HHSC leave policy, and also carry out any assigned duties. As per the terms of this job posting, all employees are required to work from 8 AM to 5 PM for the first six months of their employment. After the initial six months, supervisors may consider alternative work schedules based on the employee's performance, responsibilities, and team requirements. However, it's important to note that alternate work schedules are not guaranteed. Essential Job Functions:
EJF 1 - Manages daily operations to ensure accuracy and timeliness of procurement and contract activities and develops short- and long-term strategies and goals for the administration of contracts. Ensure tasks are completed timely and efficiently. May serve as a key liaison between agency management, contractors, the Legislature, and other customers. Works with stakeholders to guide business case completion and use case documentation for clear and concise inclusion in contract management, RFO, and TPO-related documents. Supports documentation and governance needs across a consortium of states. Leverages the same WIC technology to support services and payments.
EJF 2 - Responsible for the development, execution, and management of high-value and complex contracts, providing a broad range of services across multiple organizational departments, including the development of strategies and goals for the administration of FHS contracts. 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. Serves as division subject-matter expert for executed contract content and requirements.
EJF 3 - 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. Develops 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.
EJF 4 - Responsible for quality assurance activities regarding contract processing and administration by developing contracting quality assurance activities. Implements 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.
EJF 5 - Identifies cost-saving opportunities for initial contracts, contract extensions, and contract amendments as applicable. May oversee special studies or surveys to identify process improvements. Plans, develops, 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 resolves audit exceptions by defining causes of errors and recommending dispositions.
EJF 6 - Prepares correspondence and reports according to designated procedures. Represents the agency at contract planning sessions, committees, workgroups, and meetings to address significant issues.
EJF 7 - Other duties as assigned include but are not limited to actively participating and/or serving 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 alternate shift pattern assignment and/or location. Knowledge Skills Abilities:
Knowledge of State procurement and contract laws including the State of Texas Procurement and Contract Guide.
Knowledge of program planning and implementation.
Knowledge of acceptable communication standards, tools, and methods.
Knowledge of local, state and federal statutes and regulations relating to federal grant programs.
Skill in developing contracts, in problem resolution, and in the use of applicable software including MS Word and Excel.
Skill in developing procedures, templates and processes.
Skill in providing customer service excellence.
Skill in communication, both written and verbal, including public speaking.
Skill in strategic planning, financial and contract management, and project management.
Ability to interpret technical reports, data trends, and contract language.
Ability to interpret statutes, state, and federal rules and regulations.
Ability to develop solutions to problems.
Ability to direct, assign, and evaluate the work of contract staff.
Ability to establish effective working relationships with individuals at all levels of an organization.
Ability to work independently within the context of role expectations and responsibilities.
Ability to maintain confidential information.
