Contract Specialist IV

Job Description:
The Contract Specialist IV position, under the supervision of the Eligibility Operations and DDS Contracts (EODDS) Contract Administration Manager (CAM), participates and/or oversees all phases of contract procurement, management, and monitoring for designated EODDS services contracts and agreements, including Memorandums of Understanding (MOU) and Interagency Agreements (IAC). This position reviews and revises competitive Request for Proposals (RFPs), renewal documents, open enrollments, and other types of procurements for client services contracts. This position also writes and edits procurement documents using Health and Human Services Commission (HHSC)-approved tools, and ensures that competitive procurements meet HHSC procurement requirements, standards and timelines. This position also provides oversight, interpretation, and daily management for assigned EO contracts. Acts as the liaison between contractors and program staff. Facilitates communication and collaboration between all contract stakeholders and serves as the single point of contact for all contractual accountability activities between the State and contractors. Develops policies and procedures related to procurement and contracting activities. Reviews contractor financial and programmatic reports for compliance. Assists in the evaluation of contract risk assessments and the development of a contract monitoring plan. Serves as a subject matter expert in assigned workgroups and training activities, including developing presentations for management and staff. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment.
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with HHSC leave policy and performs other duties as assigned. All employees hired under this job posting are required to work the hours of 8AM to 5PM for the first six months of employment. Supervisors may consider alternate work schedules after the first six months of employment based on performance, responsibilities, and the needs of the team. However, alternate work schedules are not guaranteed.

This position may be considered for telework in accordance with HHSC policy, at the discretion of AES Leadership, and to meet the business need.

Performs comprehensive contract management for assigned contracts. Develops policies and procedures related to procurement and contracting activities. Maintains contractor files ensuring accessibility of information. Ensures all contract closeout activities are performed according to HHSC policy. Determines the effectiveness of contractor operational and contractual compliance by developing and utilizing a standard set of assessment tools. Informs EODDS management and AES leadership of significant contractor compliance and performance issues and provides recommendations for action. Participates and oversee the development of contracting activities such as, facilitating planning meetings, setting timelines, and developing contract documents, including amendments and renewals. (25%)
Develops and maintains procedures to ensure accountability and documentation related to performance measures and contract management. Completes analysis of contractor performance by synthesizing performance reports, quality management reports, technical assistance and training documentation, and other pertinent data as it relates to contractor performance. Oversees and administers enforcement of sanctions for contractors, including but not limited to the recoupment of funds, assessing penalties, withholding partial or full payments, and suspension or termination of the contract. Monitors plans of correction with other division staff to ensure improvements are sustained. Coordinates monitoring for contractual accountability activities between the State and contractors. Completes assigned monitoring reviews within assigned time frames and in accordance with the contract, state rules, federal regulations, and program guidelines. (25%)
Establishes and maintains effective working relationships and communications with HHS staff, and other internal/external stakeholders, and provides timely responses to requests and inquiries for information. Consults with internal staff to resolve problems, identify needs, and resolve contracting matters. Communicates with supervisor, EODDS management, and AES leadership in a timely manner regarding problematic situations and applies proper judgment to ensure and action taken is appropriate. (20%)
Participates and/or leads all phases of the procurement process for services. Development of procurement and contract documents. Development on procurement-related tools. Ensures procurements follow establish HHS and state rules, standards, and timelines. Coordinates closely with internal staff to ensure contracts resulting from procurements contain appropriate program and legal requirements and are completed in a timely manner. (15%)
Performs written and oral communication with contractors. Ensures timely review and response on all correspondence. Coordinates and/or prepares responses to issues, inquires and correspondence concerning contractors’ functions and activities, including information needs of contractors with other divisions and other state agencies. (15%)

Knowledge Skills Abilities:
Knowledge of auditing principles, process improvement, and quality management.

Thorough knowledge of the State of Texas contracting practices and principles, budgeting, administration and other financial policies and procedures.

Skill in time management, managing projects and prioritizing competing tasks.
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 reports in a clear and concise manner including data analysis.
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 in a team environment; communicating on issues and coordinating oversight across multiple cross-functional divisions.
Skills in time management and prioritize competing priorities.
Skills in effective oversight to include planning, development and implementation of systems and processes.
Skills in operating personal computers and in using applicable software, including Microsoft products with emphasis on the use of Excel, SharePoint, and Visio.

Ability to communicate effectively with internal and external stakeholders.
Ability to interpret policies and develop effective operating procedures for the contract operations department.
Ability to evaluate and monitor contractor performance and provide recommendations.
Ability to lead or work as part of a team.
Ability to develop and maintain strong working relationships
Ability to lead or facilitate workgroups.
Ability to lead projects to completion in a timely manner.
Ability to manage and coordinate procurement activities and management of contracts.
Ability to identify and analyze problems and propose effective solutions.
Ability to prepare administrative reports and present data to leadership in a clear and concise format.
Ability to interpret policies and develop effective operating procedures.
Ability to analyze and solve problems, to make decisions affecting overall departmental operations, and comprehensively and accurately evaluates reports.
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.
Ability to analyze, evaluate, and summarize fiscal data for reasonableness, necessity, and conformity with contract requirements.
Ability to review work for accuracy, to accurately perform detailed numerical work, to make arithmetical computations, to prepare financial and accounting records, and to communicate effectively.

Strong ability to write and edit correspondence, memoranda/reports, and performance requirements related to contracting.
Strong ability to recommend applicable corrective actions, and monitor/evaluate performance based on contracting knowledge and expertise.
Strong ability to communicate effectively both orally and in writing.

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