Contract Administration Mgr II

6 months ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Contract Administration Mgr. II

% REMOTE WORK AVAILABLE WITHIN THE STATE OF TX

The contract administration manager II reports to the director of the IT Contract Management section. This position performs highly advanced (senior-level) contract administration and management work for contracts that are large in scope, have a high degree of complexity, and have a total contract value greater than $10 million. Work involves negotiating, developing, processing, evaluating, and monitoring contracts. Work involves providing technical support for a wide range of information technology contracts. Supports quality assurance activities. Contributes to the development and review of key performance measures and deliverables, as well as special terms and conditions for the development of new or amended contracts. Ensures HHSC leadership understands and authorizes the contract terms. Obtains approval from System Contracting and Finance for purchases. Leads negotiation strategies, prepares contract documents, and performs quality assurance activities to ensure policy compliance for contracts assigned to self and team. Renders opinions and advice regarding drafting and administering contracts and provides technical assistance in the development of contracts or amendments based on provider resources, services required, information supplied by bidders, and related procurement specifications. Coordinates with HHSC PCS and HHS system agencies regarding contract procurement and execution activities. Interprets federal regulations, state statute, agency administrative rules, and policies. Conducts reviews of contractor invoicing, fiscal data, and eligibility determinations for compliance with contract terms and department policies and processes. Verifies that contractors are meeting performance expectations and mitigates concerns. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment.
Essential Job Functions:
1.(20 percent) Works with the customer and IT staff to provide guidance for the completion of business case and use case documentation for clear and concise inclusion in RFO and TPO-related documents. Serves as a liaison between HHS agency leadership, division leadership, contractors, stakeholders, HHSC PCS, and customers. Oversees the development, execution, and management of complex IT contracts, some exceeding $ million, providing a broad range of services across multiple organizational departments, including the development of strategies and goals for administration of IT contracts. Oversees the investigation and resolution of discrepancies, complaints, or disputes by negotiating settlement agreements or by canceling or terminating contracts as needed or upon request. Provides input on contract budgets and budget allocations for proposed contract agreements, collaborates with management to coordinate and monitor budget allocations, and offers proposed alternatives when appropriate. Reviews and analyzes legislation related to purchasing, including tracking legislative bills and assisting with bill analysis. Works with agency procurement staff to prepare for vendor conferences. Works with agency procurement staff to plan response scoring guides; train evaluators, and monitor evaluators adherence to procurement and confidentiality requirements. Drafts vendor performance and management documents as necessary. Completes appropriate reports and documentation related to contract planning and tracking. Serves as division subject-matter-expert for executed contract content and requirements. Oversees the development and training of staff regarding contract management roles and responsibilities.

2.(25 percent) Interprets program policies, procedures, state and federal regulations for internal and external inquirers. Monitors legal and regulatory requirements pertaining to the performance of contract management. Develops contract management and administration policies, processes, and procedures. Reviews reports of statistical information related to program contracts ensuring data entries accurately reflect the status of contract activity.

3.(15 percent) Oversees quality assurance activities regarding contract processing and administration by developing contracting quality assurance activities. Oversees technical reviews of contracts and related amendments verifying contract data meets performance, legal, and fiscal requirements described in the contract. Uses internal quality review tools to review and evaluate compliance with contract management and administration criteria.

4.(15 percent) Identifies cost saving opportunities for initial contracts, contract extensions, and contract amendments as applicable, and may oversee special studies or surveys to identify process improvements. Oversees the planning, developing, and conducting of presentations. Oversees the review of specifications for bids or solicitations and negotiates or communicates other contract terms. Maintains contracts by negotiating contract options, amendments, and work plan changes. Oversees the maintaining of documentation in each contract file; monitoring of contract performance by examining billings, fiscal data, performance, and eligibility determinations for compliance with contract terms; and resolving audit exceptions by defining causes of errors and recommending dispositions.

5.(15 percent) Oversees automated databases to plan, track and complete required contract activities and ensures complete and thorough records are uploaded to the contract management database.

6.(10 percent) Oversees preparation of correspondence and reports according to designated procedures. Represents the agency at contract planning sessions, committees, workgroups and meetings to address significant issues.
Knowledge Skills Abilities:
• Advance knowledge in leadership
• Advance knowledge in information technology
• Advance knowledge of procurement and contract management and administration principles, policies, and procedures
•Advance knowledge of negotiation strategies and techniques, of contract administration and cost monitoring for large scope or high-dollar value contracts; of systems and procedures used to evaluate vendor’s performance; and of local, state, and federal laws and regulations relevant to the administration of state funds
•Advanced knowledge of Department of Information Resources (DIR), especially Telecom Managed Services and Cooperative Contracts
• Skill in handling multiple projects, manage competing priorities, and meeting tight deadlines
• Skill in conflict resolution and contract negotiations
• Skill in communicating effectively both verbally and in writing
• Ability to mentor co-workers
• Ability to gather, assemble, and correlate data
• Ability to exercise sound judgment in making critical decisions to analyze complex information and develop plans
• Ability to interpret complex data
• Ability to interpret and apply policies, procedures, and regulations
• Ability to evaluate material data for reasonableness, necessity, and conformity with contract requirements

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