Contract Specialist IV

2 weeks ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Contract Specialist IV, Under the supervision of the Contract Management Section Financial Branch Manager, administers the billing process and eligibility monitoring functions for contract billings. With minimal supervision, and with extensive latitude for the use of initiative and independent judgment, performs highly advanced, senior level, technical and consultative work. Processes contractor invoices for payment, verifies supporting documentation, monitors spending trends of each contractor and reports to contractors identified as at-risk for lapsing program funds to the contract managers. Responsible for maintaining various contract reporting and tracking databases, including the analysis of contract financial information, preparing highly professional management reports for contracts, and other pertinent data as it relates to contract management. Performs contract files maintenance, data enters into contractor database, processes requisitions for client services contracts, and maintains centralized filing system. Responsible for monitoring contract compliance with federal and state laws, rules, regulations, guidelines, policies and procedures. Coordinates with contractors and other areas of the Department on voucher corrections and adjustments when appropriate. Responsible for Purchase Order Adjustments when appropriate. Works closely with program and unit staff to provide training and technical assistance to DSHS staff and contractors when appropriate. Provides high-quality customer service to external and internal customers by prompt responses to inquiries, taking the initiative to solve problems, exercising flexibility, and continuing to seek improvements within the unit and program areas. Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

EJF1: Reviews and approves contractor voucher requests for payment. Coordinates with contractor for voucher corrections and adjustments when appropriate. Completes highly technical review of contractor reports. Processes purchase order adjustments as appropriate. Acts as liaison to program staff and other agency staff regarding contractor voucher corrections and adjustments, and on issues related to contractor reports. Monitors tracking systems for voucher requests to assure that vouchers are being received and paid.(35%)

EJF2: Provides high-quality customer service to external and internal customers by prompt responses to inquiries, taking the initiative to solve problems, exercising flexibility, and continuing to seek improvements within the contracting unit and program areas. Maintains contract files, enters data into contractor database, processes requisitions for client services contracts, and maintains centralized filing structure. Develops, coordinates and adheres to policies, procedures and guidelines for programs within the agency in relation to contract management. (30%)

EJF3: Monitors and evaluates billing and/or performance measure reports. Reconciles biannual or quarterly financial status reports. Keeps Contract Manager informed of any identified issues with billing and performance measure reports. (15%)

EJF4: Coordinates the development and analysis of data in order to write required reports needed to obtain and maintain federal and state funding for client service contracts. (10%)

EJF5: Prepares management reports, correspondence and other materials on client service contracts such as expenditure summary reports and analysis of spending trends for each contractor. Represents Contract Management Section at planning sessions, committees, workgroups and meetings. (5%)

EJF 6. Other duties as assigned, including but 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. (5%)
Knowledge Skills Abilities:
Knowledge of DSHS programs, applicable standards, policies, functions, and the mission and agency role in meeting the program's health objectives and priority health outcomes.
Thorough knowledge of contracting regulations, of business administration and accounting principles and practices, and of policies and procedures of contract management and administration.
Knowledge of audit principles, process improvement, and quality management.
Knowledge of the State of Texas budgeting and other financial policies and procedures.
Thorough knowledge of organizational planning, organizational development, and implementation methods needed to establish and administer a complex and comprehensive delivery system.
Working knowledge of Texas legislative processes and public accountability systems.
Knowledge of state and federal legislation as they relate to services and state and federal laws, agency regulations, policies, rules and requirements pertaining to the provision of health services.
Knowledge of accounting, budgetary, and management principles, practices, and procedures.

Skill in analyzing financial data, and in the use of a computer and applicable software.
Skill in contract management principles and practices.
Skill in managing databases and reviewing and analyzing data.
Skill in using Microsoft Office software, including advanced features of Microsoft Excel.
Skill in project management and prioritization.
Skill in problem solving and conflict resolution.
Skill in communication including the effective organization and presentation of information, both orally and in writing.
Skill in preparing written analyses and administrative reports and special projects as assigned.
Skill in analyzing and solving problems and making recommendations affecting overall contracting activities; and comprehensively and accurately evaluating different types of administrative reports.
Skill in providing leadership and managing diverse program and administrative personnel in a team environment; communicating on issues and coordinating oversight across multiple cross-functional divisions.

Ability to interpret policies and develop effective operating procedures for the Contract Management Section.
Ability to evaluate and monitor contractor performance and provide recommendations.
Ability to deal effectively with state and local officials and the public.
Ability to lead or work as part of a team.
Ability to perform and prioritize multiple tasks, assignments and projects.
Ability to interpret and apply federal and state statutes, regulations, agency rules, policies and procedures related to contracts.
Ability to evaluate financial data for reasonableness, necessity, and conformity to contract requirements.
Ability to make independent and sound technical judgment and to analyze new situations when they are encountered.

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