Contract Specialist IV

Job Description:
Contract Specialist IV
Under the supervision of the Branch Manager, provides support in contract management by participating in contracting activities such as contract funding reviews, quality management activities, extensive contract monitoring, and other contract management activities to support DSHS agency contracts. With minimal supervision, and with extensive latitude for the use of initiative and independent judgment, performs highly advanced, senior level, technical and consultative work assisting with the oversight of the daily operations and contract management activities from development to closeout within the Contract Management Section (CMS). Responsible for completing analysis of contractor performance by reviewing contractor expenditure data, performance reports, and other pertinent data as it relates to contractor performance. Responsible for implementing goals and objectives; developing contract guidelines, policies, and procedures; developing schedules, priorities, and standards for achieving established performance measures; monitoring contract compliance with federal and state laws, rules, regulations, guidelines, policies and procedures. Coordinates and implements changes as new federal and state laws, rules, regulations and agency policies become effective. Provides guidance regarding contract administration policies and procedures to program staff, management, and other Department staff as appropriate. Monitors contractor performance and expenditures, provide technical assistance and will assist with the close out of contracts. 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. Interacts routinely with customers including program managers, staff, contractors, stakeholders, organizations, and other state agencies to ensure appropriate contractor performance according to contract terms. Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

EJF 1. Performs the monitoring and maintenance of contract reporting and tracking databases, including detailed quality assurance and analysis of key contract requirements. Track the execution status of contracts and amendments, perform regular data analysis of contract information in the SCOR contracting system. Work with internal partners regularly to coordinate risk assessments, deliverable tracking, and confirmation of contract monitoring events post execution. Routine communication and follow up with internal and external partners to ensure contract compliance. Coordinate contract closeout activities including SCOR audit of all documentation, review of financial close out activities, and preparation of contract close out packet. Ensures all contract closeout activities are performed according to DSHS policy. Completes analysis of contractor performance by reviewing contractor expenditure data, performance reports, technical assistance and training documentation, and other pertinent data as it relates to contractor performance. (35%)

EJF 2. Coordinates the risk assessment process for contract monitoring and planning. Facilitate collaborative meetings with Program and assigned contract manager (ACM) to determine monitoring events schedule and finalize monitoring plan. Coordinate monitoring reviews to encompass both financial and programmatic compliance. Performs SCOR audit and work with all pertinent parties to resolve identified issues outlining criteria/requirements/processes and recommending appropriate dispositions. (25%)

EJF 3. Prepare highly professional management reports for contracts on a weekly basis, including special report requests, all completed within critical timelines and with a high degree of accuracy. Maintain contract information using Microsoft Excel to compile data, add necessary formulas/calculations, and format final output for proper intended audience. Communicates the results and recommends actions on a routine basis to program and other Department staff as appropriate. (20%)

EJF 4. Provides excellent customer service through written and oral communication with contractors. Coordinates resolution of contractor issues, communicates to appropriate contractor and internal staff, and ensures implementation and resolution of contract sanctions or corrective action plans. As needed, performs the monitoring of and/or monitors contract performance by examining billings, fiscal data, and eligibility determinations for compliance with terms of contract and policies. Responsible for reviewing the supporting documentation related to contract billing for eligibility. Provides guidance to internal and external customers regarding contract administration, policies, and procedures. Identifies training needs and determines how training should be conducted. (10%)

EJF 5. 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, Fiscal Support and Oversight (FSO), and division programs. 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. (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.

Skill in contract management principles and practices.
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 write and edit contract requirements and specifications.
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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