Contract Specialist IV

Job Description:
Contract Specialist IV - Under the supervision of the Intellectual and Developmental Disability (IDD) Services’ Contract Management Unit (CMU) Director, and in coordination with the Contract Administration Manager, the Contract Specialist IV performs advanced contract development and contract management duties, including processing disbursements, with considerable latitude for the use of initiative and independent judgment.

The Contract Specialist IV coordinates with IDD Services teams, PCS, and legal in order to procure and develop contracts from initial conceptualization to contract execution. This position may then manage contracts from contract execution to closeout, with responsibilities including: risk assessment, tracking and management deliverables, monitoring performance, taking contract action, and representing HHSC in a variety of contractor communications.

Additionally, as a part of a small contracting team, the position may develop, manage, or assist others with any contract management or contract development duties from the contract lifecycle.

The Contract Specialist IV will be responsible for working in an intensively collaborative environment, which will include teammates with many shared duties, a Contract Administration Manager who may be providing lead guidance, oversight, or supervision for this position, Procurement and Contracting Services, legal, programmatic teams, business operations, contract oversight, accounts payable, other HHSC areas, and more. This position may also serve as subject matter expert in assigned workgroups and other contract activities.

This position is responsible for compliance with applicable standards for invoicing and payment processes, including coordination with programmatic experts, contract specialists, and leadership, in order to ensure prompt payment.

Other responsibilities may include: authorizing disbursements; management and productivity improvements; participation in monitoring contract expenditures; monitoring compliance with service provision and program requirements through contract oversight process; recommending sanctions for contract non-compliance; approval of amendments; directing and coordinating critical data requirements; data analysis; reporting protocols and follow-up.

This position is open to telework, though residence must be in Texas and the designated office location will be Austin. Occasional in-person presence may be required. There is no guarantee of permanent telework, employees must meet telework eligibility requirements in accordance with agency policy, and any telework options are subject to change.
Essential Job Functions:
1.In coordination with peers, manages invoicing and payment processes for some CMU contracts in compliance with statute, agency policy and CMU policy. This function includes tracking receipt of invoices, reviewing invoices and negotiating corrections, if necessary, documentation and tracking, coordinating with the budget team, programmatic team, accounts payable and leadership team to ensure prompt payment (50%)

2.Manages a number of IDD Services’ contracts, from contract execution to contract closeout, including contract renewals and amendments. Duties will include risk assessment, monitoring deliverables, performance monitoring, communicating with contractors on behalf of HHSC, sanctions, and more. May conducts desk and/or on-site contract monitoring reviews. May conduct contract funds utilization to determine contract action and recommend funding reallocation. Contract management will require use of SCOR and CAPPS FIN, along with other programs. (25%)

3.Develops contracts, from conceptualization to contract execution, including contracts procured competitively or via direct award, MOUs, MOAs, or any other contract IDD Services may need. This position may lead CMU coordination of procurement projects, and/or act as liaison to PCS for procurements. Responsibilities include having primary responsibility for procurement project management, adherence to timelines, and improving overall procurement outcomes. These duties require collaboration with programmatic partners, leads and management, PCS, legal, and IDD leadership. (10%)

4.Develops and maintains contract compliance policies, procedures, standards and manuals to adequately support timely responses to information requests. Develops and maintains procedures to ensure accountability and documentation related to performance measures and contract management (10%).

5.Other duties, workgroups, special projects, and administrative functions as assigned (5%).
Knowledge Skills Abilities:
Knowledge of state and federal laws, regulations, policies, rules, and requirements, and specific knowledge of local, state, and federal laws relating to IDD services and contract management/administration.
Knowledge of business processes, process improvement, contract management/administration systems, and contract management/administration processes.
Knowledge of State government organization, administration, management, and operating practices
Knowledge of principles and practices of public administration and state contract management practices.
Knowledge of the IDD services delivery system.
Knowledge of computer software applications.
Skill in writing complex documents/reports, regulations, policies, and procedures.
Skill in project management.
Skill in problem solving and conflict resolution.
Skill in analyzing/interpreting large and complex data sets, and writing complex documents/reports, policies, and procedures.
Skill in managing multiple and competing priorities.
Skill in organizing and presenting information effectively, both orally and in writing, to individuals at all levels both internally and externally.
Skill in providing leadership in a team environment.
Skill in organizing tasks and projects.
Skill in assessing and evaluating services, and recommending improvements.
Skill in use of computer software including, but not limited to, CAPPS Financial, SCOR, Excel, Access, HHSAS, USAS, or other governmental financial, contract management or human resources applications.
Ability to present information clearly, concisely, and effectively to a variety of audiences, verbally and in writing.
Ability to build, establish, and maintain effective working relationships with diverse groups and entities.
Ability to evaluate the performance of staff or contractors responsible for providing services.
Ability to implement and balance change and lead cross-functional/inter-disciplinary teams to design and deploy new or improved work processes.
Ability to gather, assemble, correlate, and analyze facts/data/systems/financial information.
Ability to establish goals and objectives while working independently and delivering results in an environment of complex organizational interactions and competing demands on staff resources.
Ability to make independent and sound technical decisions and analyze new situations when encountered.
Ability to learn and use sophisticated software/applications as necessary to successfully perform duties and assignments.
Ability to interpret and apply federal and state statutes, as well as, agency rules, and policies in the development of guidelines, policies, and procedures.
Ability to organize workload and set priorities.

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