Contract Specialist V

2 weeks ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Contract Specialist V
This position is eligible for % telework from any location in Texas consistent with the HHS telework policy. Occasional travels for conference, meetings, trainings may be required.

Under the direction of the Contract Oversight Manager, performs highly advanced (senior level) technical and consultative work overseeing contract management activities from development to closeout for the Office of Area Agencies on Aging and serving as the primary liaison and point of contact for all contractual accountability activities between the State and assigned contractors. Provides leadership and support in contract management, performance monitoring, funding allocation, solicitation development, and budget reviews. The position interacts routinely with HHS divisions and management, contractors and stakeholders, organizations, and other state agencies. The position serves as a subject matter expert in assigned workgroups and other contract activities. Other accountability responsibilities include authorizing disbursements; coordinating management and productivity improvements; participating in monitoring expenditures for contracted state and federal funds; ensuring grant match attainment; supporting monitoring of compliance with service provision and program requirements; developing amendments; directing and coordinating critical data requirements and providing data analysis. Maintains reports on contractor performance and provides information on barriers and risks to goal attainment. The position assists with establishing goals, objectives, and procedures and coordinating and leading initiatives designed to strengthen contract management/administration functions. Works under minimal supervision with considerable latitude for the use of initiative and independent judgment. Participates in other Contract Management activities as assigned.

Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
(20%) Initiates, coordinates, and oversees the development of contracting activities such as Requests for Proposals (RFP), including interagency and interlocal contracts, MOUs/MOAs, Non-Competitive contracts, renewals, and amendments. Facilitates planning meetings, setting timelines and developing the RFP application. Provides assistance with processing requisitions, developing solicitations including scope preparation, evaluates bid or application information supplied by bidders, and addresses contractor performance issues, monitors and tracks expenditures of assigned contracts to meet policy requirements and negotiating contract specifications. Completes contract management duties required for assigned contracts meeting deadlines based on HHSC policy.
(20%) Oversees or conducts negotiation of contract renewals and amendments as needed with applicable Program Subject Matter Expert staff. Facilitates amendments to contracts within established protocols. Enters requisitions for contract processing and funding requirements into CAPPS Financials. Knowledge of contract management, including contract development, development of statement of work instruments, Risk Assessments, Contractor Performance Evaluations, Contract Close-Out requirements and other contract related documents.
(20%) Participates in the development of contract administration policies and procedures. Responsibilities include: implementing goals and objectives to support agency-wide strategic plans, polices, and procedures. Serves as subject matter expert related to contract management on assigned workgroups in coordination with Grants, budget, fiscal units, legal, Contract Oversight and Support, and division programs. Analyzes departmental contracting systems, outputs and activities; identifies gaps and recommends system improvements. May manage special projects as required or requested. May prepare special correspondence or reports, analyze data and compile statistical reports or surveys using Word and Excel or other word processing and spreadsheet applications.
20% Consults and communicates, individually or collectively, with contractors, community stakeholders, and state and local authorities involved in the service delivery system to identify needs, resolve problems, and monitor and discuss the effectiveness of programs and services. Coordinates information needs of contractors with other divisions. Performs written and oral communication with contractors as the single point of contact for all contractual accountability activities between the State and contractors. Provides guidance to internal and external customers regarding contract administration, policies, and procedures. Provides consultation and technical assistance to contractors on contract issues and interpretation of policies and procedures related to contract management.
(15%) Facilitates contract termination and closeout, including the review and analysis of all program reports and actions, equipment reconciliation (if applicable), and record disposition according to contract terms. Maintains contractor files ensuring accessibility of information necessary for appropriate contract management.
(5%) Other duties as assigned.
Knowledge Skills Abilities:
• Knowledge of the principles and practices of contract administration, management, and monitoring.
• Knowledge of contract performance management and monitoring procedures.
Knowledge of state and federal laws, rules, regulations, policies, and procedures relevant to contracts.
• Knowledge of the Older Americans Act (OAA), Area Agencies on Aging (AAA) and related programs and services; or other programs related to long-term services and supports.
• Skill in communicating effectively both orally and in writing.
• Skill in establishing and maintaining effective working relationships.
• Skill in project management.
• Skill in effective oversight to include planning, development, and implementation of systems and processes.
• Skills in the use of Microsoft Office products.
• Ability to identify and analyze problems, evaluate alternatives, and propose effective solutions.
• Ability to interpret and analyze statutes.
• Ability to analyze, evaluate and summarize management records for accuracy and conformance to procedures, rules, and regulations and to draft clear and concise reports and correspondence regarding findings.

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