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Contract Specialist IV

3 months ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Contract Specialist IV
Under the guidance of the Associate Commissioner for Strategic Operations, the Contract Specialist IV performs advanced (senior level) contract development, processes, administration, oversight, and management work. Works under minimal supervision, with considerable latitude for initiative and independent judgment. Provides support in contract management by participating in contracting activities such as contract risk reviews, quality management activities, extensive contract monitoring, and other contract management activities to support agency contracts. Responsible for completing analysis of contractor performance by reviewing contractor expenditure data, performance reports, and other pertinent data related to contractor performance.

Responsible for implementing goals and objectives; developing contract guidelines, policies, and procedures; priorities, and standards for achieving established performance measures; monitoring contract compliance with federal and state laws, rules, regulations, guidelines, policies, and procedures. Guides contract administration policies and procedures to program staff and management as appropriate. Provides high-quality customer service to internal customers by prompt responses to inquiries, taking the initiative to solve problems, exercising flexibility, and continuing to seek improvements within the department and program area.

Interacts routinely with customers including program managers, staff, contractors, stakeholders, and other state agencies to ensure appropriate contractor performance according to contract terms.

Attends work on a regular and predictable schedule following agency leave policy and performs other duties as assigned.

This position is eligible for a hybrid work schedule in accordance with agency policy.

Essential Job Functions:
Performs contract quality assurance that includes reviewing contract data for completeness, appropriateness, discrepancies, and accuracy. Evaluates accuracy of contract documents, data, and accepts approval for various types of contract operations and other contracts. Maintains contract files, enters data in spreadsheets/systems and/or SharePoint, process requisitions for contracts, and maintains centralized filing structure. Research contract data, requirements, remedies, terms and conditions, and other provisions related to contracts. (20%)

Conducts monthly/quarterly deliverable reviews and risk assessments. Reviews and evaluates budget data for reconciliation and compliance to ensure that management and support costs meet established guidelines. Ensures adherence to performance requirements through contract deliverable oversight. May participate in reviews of specially funded projects and monitor contracts for compliance. Conduct desk/onsite contract monitoring reviews. Performs written and oral communication with contractors. Assists with the delivery of financial and programmatic technical assistance and training. Provides guidance to internal and external customers regarding contract administration, policies, and procedures. Identifies training needs and determines how training should be conducted. (20%)

Initiates/facilitates new contracts, contract renewals, amendments, and terminations to contracts within established protocols. Facilitates executions of contracts and amendments to contracts within established protocols. Works collaboratively with various groups and departments on the procurement of needed services. May serve as department/division liaison with HHSC Procurement and Contracting Services. Participates in procurement application reviews, develops contract documents, and reviews budgets (15%).

Maintains contract progress and summary reports that provide current and historical data. Generates and prepares reports for overall contract development and management, internal and external information requests, and prepares and distributes responses/feedback concerning contract status. Ensures timely review and response on all correspondence, including supporting documentation. Collects information and prepares legislative and/or management responses as directed by leadership. Prepares management reports, correspondence, summary reports and analysis of data/monitoring activities to write required reports. Develops, coordinates, and adheres to policies, procedures, and guidelines for programs within the agency in relation to contract management. Represents Contract Operations at planning sessions, committees, workgroups, and meetings. (15%).

Provides high-quality customer service to external and internal customers by prompt responses to inquiries. Coordinates with contractors for voucher corrections and adjustments when appropriate. Acts as liaison to program and other agency staff regarding program-specific supporting documentation corrections and adjustments. Takes the initiative to solve problems, exercising flexibility, and continuing to seek improvements within the contracting unit and program areas. Maintains contract expenditure reports, enters data into the contractor system/files, and maintains a centralized filing structure. Assists in developing and maintaining contract compliance and administration policies, procedures, standards, and manuals. Adequately support timely responses to information requests. (15%)

Develops and maintains procedures to ensure accountability and documentation related to deliverables and contract management. Coordinates resolution of contractor issues, communicates to appropriate contractor and agency staff, and ensures implementation and resolution of contract issues. Ensures all contract closeout activities are performed according to HHSC policy. (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.