Contract Specialist V

Job Description:
Contract Specialist V- Under the supervision of the Branch Manager, the Contract Manager provides leadership and support in contract management by participating in contracting activities such as RFP development, RFP application, budget reviews, contract funding allocation decisions, quality management activities, extensive contract monitoring, and other contract management activities as appropriate and mandated by DSHS policy. Provides assistance and recommends sanctions for enforcement of the terms and conditions of the assigned 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). The Contract Manager is the liaison between contractors, program staff, Procurement and Contracting Services (PCS) and Contract Oversight and Support Section staff. The Contract Manager facilitates communication and collaboration between all contract stakeholders and serves as the single point of contact for all contractual accountability activities between the State and contractors. 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. Serves as the lead in contract development activities through execution, initiates amendments, monitors contractor performance and expenditures, provide technical assistance and will close out 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.
1.Participates and oversee the development of contracting activities such as RFP development, facilitating planning meetings, setting timelines and developing the RFP application. Determine solicitation method/type of contract and/or purchase. Identifies provider resources, describes services to be rendered, finalize the Review Criteria and evaluation instruments in collaboration with programs. Accepts, tracks and ensures response to written questions about the RFP submitted by potential bidders. Plans/participates in bidders’ conference by pulling department resources to provide accurate technical assistance to potential bidders. Arranges logistics and oversees the proposal review process. (15%)

2.Coordinates and negotiates contract budget reviews, contract funding allocation decisions, negotiations of revised budgets and performance measures with selected applicants. Obtains from applicants any clarifications and supplemental information. Creates work plan documents where appropriate. Works with Office of General Council on scope of work. Adheres to department, state and federal contracting policy. (15%)

3.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. Ensures appropriate tracking of contractor expenditure and performance data as well as appropriate contract deliverables. 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. Projects expenditures to ensure appropriate use of funds. Communicates the results and recommends actions on a routine basis to program and other Department staff as appropriate. (15%)

4.Performs written and oral communication with contractors as the single point of contact for all contractual accountability activities between the State and contractors. Facilitates and ensures delivery of financial and programmatic technical assistance and training with Contract Oversight and Support Section and appropriate agency programs. Provides guidance to internal and external customers regarding contract administration, policies, and procedures. Identifies training needs and determines how training should be conducted. (10%)

5.Coordinates the risk assessment process for contract monitoring and planning. Participate in coordinated on-site reviews to encompass both financial and programmatic compliance. Works with all pertinent parties to resolve audit findings by defining the criteria/requirements/processes and recommending appropriate dispositions. (15%)

6.Coordinates resolution of contractor issues, initiates and negotiates all contract amendments (to include terminations) and sanctions, obtains approval of amendments/sanctions with appropriate Division managers, communicates impact of changes to appropriate contractor and Division staff, and ensures implementation and resolution of contract sanctions. Ensures all contract closeout activities are performed according to DSHS policy. (10%)

7.Serves as a point of contact with DSHS, HHSC senior management, Contract Oversight and Support and Contract Liaisons regarding contractor performance issues. Coordinates with Division managers when appropriate regarding requests for information. Maintains contractor files ensuring accessibility of information necessary for appropriate contract management. May conduct routine meetings with program staff to discuss contracting/ forecasting/ projections and provide recommendations to address barriers to meeting goals, staffing shortfalls and peak contracting periods. Ensures continuity of operations during emergencies or catastrophic events (10%)

8.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, Contract Oversight and Support, and division programs. Analyzes departmental contracting systems, outputs and activities; identifies gaps and recommends system improvements. 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%)

9.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 agency 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 developing contracts, 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 competitive solicitation processes and state procurement procedures. 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 DSHS services and state and federal laws, agency regulations, policies, rules and requirements pertaining to the provision of health services.
Skill in 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.

---