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Management Analyst IV

2 months ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Management Analyst IV

% REMOTE WORK AVAILABLE – For individuals permanently residing in Texas.

The Management Analyst IV works for the CFO-Procurements and Contracts team to develop procurements and manage all contracts, including interagency contracts, grants, licensing agreements, and subscriptions. This role involves developing solicitations; creating contract documents; entering complex requisitions involving multiple budget codes; project planning, scheduling, and implementation; developing budget projections; tracking, monitoring, and reconciling expenditures; investigating and analyzing cost variances; leading and/or participating in internal and external stakeholders meetings; participating in contract negotiations; creating policies and procedures; conducting training for CFO Division staff; and performing other solicitation/contract duties.

The Management Analyst IV performs highly advanced (senior level) professional administrative, contract analysis, and oversight work. The position serves as the subject matter expert for all designated solicitations and contracts within the CFO Division and works extensively on cross divisional projects within the CFO Division involving data and document management, information technology, schedules, and adherence to agency policies, procedures, and processes. The Management Analyst IV Works under minimal supervision, with considerable latitude for the use of initiative and independent judgement.
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency’s leave policy and performs other duties as assigned.

1. (35%) - Serves as the subject matter expert for contracts including interagency contracts, grants, licensing agreements, and subscriptions. Work involves creating contract documents (e.g., amendments), entering requisitions, developing budget projections, tracking and reconciling contract expenditures, investigating and analyzing cost variances, and participating in contract related meetings with internal and external stakeholders. Performs technical reviews of contracts and related amendments to ensure vendor performance, contractual requirements are met, and fiscal conditions are complying with terms and conditions of executed contracts. Uses internal quality review tools to review and evaluate compliance with contract management and administration criteria. Maintain contract files to ensure compliance with state purchasing laws, records and retention laws and Human Services Commission (HHSC) policies and procedures.
2. (30%) – Develops, coordinates, and oversees solicitations for complex and major procurements using different procurement methods to include Request for Proposals (RFP), Request for Offers (RFO), Request for Applications (RFA), Invitation for Bids (IFB), Requests for Qualifications (RFQ), and DIR Cooperative Contracts. Operates as dedicated resource specialist to provide expertise and guidance in State procurements to CFO staff. Promotes compliance with applicable federal and state laws, rules, and guidelines. Participates in activities to ensure the success of internal and external meetings, cross-divisional projects, and Division goals.
3. (15%) - Develops and performs quality assurance activities related to invoice processing, deliverables and milestones tracking, contract reviews, documentation management, and expenditure audits to ensure compliance state laws and/or regulations, best practices, as well as HHSC policies, regulations, and contract provisions.
4. (10%) Provides consultation and technical assistance to contractors and CFO staff on contract issues, contract management guidelines, and interprets HHS procurement and contract policies and procedures. Serves as a liaison for CFO with various divisions within HHS to include, but not limited to: HHS Contract Management Support, HHS Legal, HHS Information Technology (IT), and HHS Procurement and Contracting Services (PCS). Maintains CFO-PC internal policies and procedures and recommends changes to align with best practices, Comptroller guidelines, and agency policies and procedures.
5. (10%) Performs procurement and contract administration assessments on historical and current practices, especially as it relates to cross-departmental procurement and contract management functions. Develops process improvements business and management practice recommendations, briefings, technology recommendations, and corrective actions for standardization.
Knowledge Skills Abilities:
• Knowledge of local, state, and federal laws relating to contract administration and state purchasing.
• Knowledge of State government organization, administration, management, and operating practices.
• Knowledge of negotiating and developing contracts.
• Knowledge of contract management and contract monitoring policies and procedures.
• Knowledge of purchasing and procurement methods and procedures.
• Knowledge of state of Texas procurement principles and practices.
• Knowledge of budget management and fiscal accountability processes.
• Knowledge of investigative principles, techniques, and procedures.
• Knowledge of Department of Information Resources procurement rules and statutes.
• Skill in developing contracts and in the use of a computer and applicable software (Microsoft Word, Excel, PowerPoint, CAPPS Financial, and SCOR)
• Skill in leading and conducting meetings within internal and external stakeholders using Teams/Go-To-Meetings/Go-to-Webinars or related products.
• Skill in analyzing/interpreting large and complex data sets, and writing complex documents/reports, policies, and procedures.
• Skill in collecting and analyzing complex data, evaluating information, drawing logical conclusions, and clearly presenting complex concepts and information in concise reports.
• Skill in project management, including managing multiple and competing priorities.
• Skill in communicating complex information in a clear, understandable way in writing and in person.
• Skill in organizing and presenting information effectively, both orally and in writing, to individuals at all levels both internally and externally.
• Skill in handling multiple projects, manage competing priorities, and meeting tight deadlines.
• Ability to professionally interact and communicate with multiple stakeholders including Executive leadership, department staff, and contractors.
• Ability to evaluate contracts and make recommendations on amendments and renewals.
• Ability to research, evaluate, and interpret policies, procedure, and regulations.
• Ability to gather, write, and edit contract requirements and specifications.
• Ability to rapidly resolve complex problems using critical thinking.
• Ability to exercise sound judgment in making critical decisions in analyzing complex information and developing plans.
• Ability to assist with directing program activities to establish goals and objectives that support the strategic plan, and to devise solutions for administrative problems.
• Ability to devise solutions to administrative problems.
• Ability to operate with minimal guidance and effectively resolve issues without supervision.
• Ability to develop training materials and instruct and train others.
• Ability to think creatively and support creative thinking in others.
• Ability to establish and maintain positive, effective working relationships with others.
• Ability to remain flexible and productively work in an environment of change.