Management Analyst III

3 weeks ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Management Analyst III

% REMOTE WORK AVAILABLE – For individuals permanently residing in Texas.

The Management Analyst III works for the CFO-Procurements and Contracts to perform contact administration. Work involves managing contracts; maintaining contract documentation; developing budget projections; tracking, monitoring, and reconciling contract expenditures; and investigating and analyzing cost variances. This role will serve as a CFO division contact for purchase requisition entry and must be able to discern purchases that require multiple budget codes. The Management Analyst III will create policies and procedures; conduct training for CFO Division staff; lead and/or participate in internal and external stakeholders’ meetings; and perform other procurement duties as needed. In addition, this role may assist in the development of solicitations.

The Management Analyst III performs highly advanced (senior level) professional administrative, contract analysis, and oversight work. The position serves as a resource for the CFO Division to provide guidance on contract related issues and works on cross divisional projects that involves data and document management, project schedules, and adherence to agency policies, procedures, and processes. The Management Analyst III works under limited supervision, with considerable latitude for the use of initiative and independent judgement.
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency’s leave policy and performs other duties as assigned.

1. (35%) – Serves as a contract manager for CFO Division contracts including interagency contracts, grants, licensing agreements, and subscriptions. Work involves entering purchase requisitions, developing budget projections, tracking and reconciling contract expenditures, investigating and analyzing cost variances, and participating in contract related meetings with internal and external stakeholders.
2. (25%) – Performs technical reviews of contracts and related amendments to monitor vendor performance, ensure contractual requirements are met, and verifies compliance with the terms and conditions of executed contracts. Uses internal quality review tools to review and evaluate compliance with contract management and administration criteria. Maintains contract files to ensure compliance with state purchasing laws, records and retention laws and Human Services Commission (HHSC) policies and procedures.
3. (20%) – Assists contractors and CFO staff on contract issues, contract management guidelines, and interprets HHS procurement and contract policies and procedures. Serves as a liaison for CFO with various divisions within HHS to include, but not limited to: HHS Contract Management Support, HHS Legal, HHS Information Technology (IT), and HHS Procurement and Contracting Services (PCS). Maintains CFO-PC internal policies and procedures and recommends changes to align with best practices, Comptroller guidelines, and agency policies and procedures.
4. (20%) – Develops and performs quality assurance activities related to invoice processing, deliverables and milestones tracking, contract reviews, documentation management, and expenditure audits to ensure compliance state laws and/or regulations, best practices, as well as HHSC policies, regulations, and contract provisions.
5. (20%) – Performs procurement and contract administration assessments on historical and current practices, especially as it relates to cross-departmental procurement and contract management functions. Develops process improvements, business and management practice recommendations, briefings, technology recommendations, and corrective actions for standardization.
6. (15%) – Assists in the development of solicitations for complex and major procurements using different procurement methods to include Request for Proposals (RFP), Request for Offers (RFO), Request for Applications (RFA), Invitation for Bids (IFB), Requests for Qualifications (RFQ), and DIR Cooperative Contracts. Operates as dedicated resource specialist to provide expertise and guidance in State procurements to CFO staff. Promotes compliance with applicable federal and state laws, rules, and guidelines. Participates
Knowledge Skills Abilities:
• Knowledge of local, state, and federal laws relating to contract administration.
• Knowledge of State government organization, administration, management, and operating practices.
• Knowledge of contract management and contract monitoring policies and procedures.
• Knowledge of state of Texas procurement principles, methods, procedures, and practices.
• Knowledge of budget management and fiscal accountability processes.
• Knowledge of investigative principles, techniques, and procedures.
• Skill in collecting and analyzing complex data, evaluating information, drawing logical conclusions, and clearly presenting complex concepts and information in concise reports.
• Skill in the use of a computer and applicable software (Microsoft Word, Excel, PowerPoint, CAPPS Financial, and SCOR)
• Skill in leading and conducting meetings within internal and external stakeholders using Teams/Go-To-Meetings/Go-to-Webinars or related products.
• Skill in handling multiple projects, manage competing priorities, and meeting tight deadlines.
• Skill in organizing and presenting information effectively, both orally and in writing, to individuals at all levels both internally and externally.
• Ability to professionally interact and communicate with multiple stakeholders including Executive leadership, department staff, and contractors.
• Ability to evaluate contracts and make recommendations on amendments and renewals.
• Ability to research, evaluate, and interpret policies, procedure, and regulations.
• Ability to rapidly resolve complex problems using critical thinking.
• Ability to exercise sound judgment in making critical decisions in analyzing complex information and developing plans.
• Ability to assist with directing program activities to establish goals and objectives that support the strategic plan, and to devise solutions for administrative problems.
• Ability to think creatively and support creative thinking in others.
• Ability to establish and maintain positive, effective working relationships with others

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