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Contract Specialist V

2 months ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Contract Specialist V - Regular

This position may telework up to % of work hours from anywhere in Texas, consistent with HHS (Health and Human Services) telework policies. Telework status may be subject to change based on performance metrics.

With minimal supervision, and with extensive latitude for the use of initiative and independent judgment, the Contract Manager 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 Substance Use Disorder Contracts Management Unit (SUD CMU). The Contract Manager provides leadership and support in contract management by participating in contracting activities such as contract and amendment development, procurement, budget reviews, contract funding allocation decisions, quality management activities, extensive contract monitoring, and other contract management activities as appropriate and mandated by HHSC (Health and Human Services Commission) policy. Responsible for completing analysis of contractor performance by reviewing contractor expenditure data, performance reports, and other pertinent data as it relates to contractor performance. Aids and recommends sanctions or other contract actions for enforcement of the terms and conditions of the assigned HHSC agency contracts.

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. The Contract Manager is the liaison between contractors, program staff, and Procurement and Contracting Services (PCS).

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.

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned. Essential Job Functions:
Oversight and Monitoring - Serves as the lead in contract management activities, monitors contractor performance and expenditures, provide technical assistance and will close out contracts. Monitors contract performance by tracking contractor expenditure and performance data as well as appropriate contract deliverables using the systems and applications required by the SUD CMU. 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. Coordinates resolution of contractor issues, initiates and negotiates all contract amendments (to include terminations) and sanctions, obtains approval of amendments/sanctions with appropriate management, communicates impact of changes to appropriate contractor and staff, and ensures implementation and resolution of contract sanctions. Projects expenditures to ensure appropriate use of funds. Communicates the results and recommends actions on a routine basis to Program and other agency staff as appropriate. 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. (35%)

Oversight and Monitoring - Serves as the lead in contract management activities, monitors contractor performance and expenditures, provide technical assistance and will close out contracts. Monitors contract performance by tracking contractor expenditure and performance data as well as appropriate contract deliverables using the systems and applications required by the SUD CMU. 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. Coordinates resolution of contractor issues, initiates and negotiates all contract amendments (to include terminations) and sanctions, obtains approval of amendments/sanctions with appropriate management, communicates impact of changes to appropriate contractor and staff, and ensures implementation and resolution of contract sanctions. Projects expenditures to ensure appropriate use of funds. Communicates the results and recommends actions on a routine basis to Program and other agency staff as appropriate. 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. (35%)

Communication and Technical Assistance - Serves as a point of contact with HHSC management, PCS, and Contract Liaisons regarding contract management and development activities. Performs written and oral communication with contractors as the single point of contact for all contractual accountability activities between the State and contractors. Ensures continuity of operations during emergencies or catastrophic events. Facilitates and ensures delivery of financial and programmatic technical assistance and training with appropriate agency Programs or departments. Provides guidance to internal and external customers regarding contract administration, policies, and procedures. 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. (30%)

Contract Development - Responsible for contract development activities, such as contract and amendment development, scope of work and procurement development, budget reviews, and contract funding allocation decisions. Coordinates and negotiates contracts to include negotiations of new or revised budgets, scope of work requirements and performance measures with selected contractors. Creates work plan documents where appropriate. Works with Office of General Council and Program staff on scope of work development or revisions. Adheres to department, state, and federal contracting policy. (20%)

Support Assignments - Participates in the development of contract administration policies and procedures. Serves as subject matter expert related to contract management on assigned workgroups in coordination with internal stakeholders. May manage special projects as required or requested. May prepare special correspondence or reports, analyze data, and compile statistical reports or surveys using Word, Excel or other applications. Coordinates and implements changes as new federal and state laws, rules, regulations, and agency policies become effective. (10%)

Other duties as assigned. (5%) Knowledge Skills Abilities:
• Knowledge of medical and social services programs, applicable standards, policies functions, missions, and objectives.

• Thorough knowledge of management theory and practice including personnel and fiscal management, process improvement, quality assurance, public information, and public administration.

• Thorough knowledge of organizational planning, organizational development, and implementation methods needed to establish and administer a complex and comprehensive delivery system.

• Working knowledge of substance abuse prevention, intervention, and treatment programs and understanding of community center board governance, Texas legislative processes, and public accountability systems.

• Knowledge of state and federal legislation and litigation as they relate to state and federal laws, agency regulations, policies, rules, and requirements pertaining to the provision of medical and social services programs and contracting processes.

• Ability to deal effectively with state and local officials and the public.

• Ability to organize and present information effectively, both orally and in writing.

• Ability to prepare administrative reports and special projects as assigned.

• Ability to interpret policies and develop effective operating procedures for substance abuse programs and services.

• Ability to analyze and solve problems; to make decisions affecting overall departmental operations; and comprehensively and accurately evaluates reports.

• Ability to provide leadership and control in a team environment; communicate issues and coordinate oversight across multiple cross-functional divisions; perform multiple tasks, assignments, and projects.

• Ability to interpret and apply federal and state statues, regulations, agency rules, policies and procedures related to the use of substance abuse contracts.

Ability to effectively utilize electronic systems such as CAPPS Financials, SCOR and BHSMS to manage programmatic and contract-related information in accordance with HHS requirements.