Contract Specialist III

4 weeks ago

Beaumont, United States Texas Department of Aging & Disability Services Full time
Job Description:
The Texas Health and Human Services Commission (HHSC) Access and Eligibility Services (AES) department is looking for individuals who want to join an exciting and dynamic team working in a high-performing and innovative environment. AES provides an integrated and streamlined approach to connect individuals to services and supports to reduce institutionalization, allow individuals to remain in their communities, and promote economic and personal self-sufficiency. AES is built on its core values of respect, ownership, collaboration, and integrity. AES strives to achieve its goals of delivering best in class customer service to clients and stakeholders; strengthening program oversight, integrity, and accuracy; seeking innovative ways to streamline and improve service delivery; crating and promoting a culture of excellence; and promoting departmental efficiencies and responsible stewardship of agency resources. Our staff are well organized; able to multi-task; possess the ability to continuously learn and improve; able to thrive in a challenging, fast-paced, and evolving environment; and have good communication skills, a positive attitude, strong work-ethic, and a desire to help others.

The Contract Specialist III position, under the supervision of the Office of Administration (OA) Community Access (CA) Contract Administration Manager, performs and/or supports contract management tasks related to all phases of the contract lifecycle from procurement through contract closeout. The Contract Specialist performs tasks related to contract management and oversight of assigned contracts, grant agreements, Interagency Cooperation Contracts, Memorandums of Understanding (MOU), and Letters of Instruction. This position is responsible for managing the contract formal communication and invoice mailboxes, coordinating contract inquiries and requests to ensure timely responses to grantees. Other responsibilities include monitoring and tracking contract deliverables and invoices; coordinating and facilitating meetings with internal and external stakeholders; conducting contract management quality assurance activities, completing contract risk assessments; developing and editing contact documents and policies and procedures; reviewing budgets, expenditures; and processing invoices.
Essential Job Functions:
EFJ 1. Contract Management - Performs contract management and oversight tasks for assigned contracts for the contract lifecycle from procurement to closeout on assigned contract. Completes and maintains required documentation associated with the required contract management tasks to ensure compliance. Initiates or facilitates contract actions including, but not limited to requisitions, contract renewals, amendments, extensions, and terminations within established protocols. Provides advanced technical assistance related to contract requirements, state and federal rules, and regulations. (20%)

EFJ 2. Contract Oversight – Responsible for the oversight of contract requirements, deliverables, and key performance requirements to ensure quality services and contract compliance. Maintains documentation to reflect the management and oversight of assigned contracts. Identifies compliance and performance issues and makes recommendations for any required contract actions. Initiates and conducts oversight and follow up activities associated with corrective actions or enhanced monitoring imposed to remedy non-compliance issues. (20%)

EFJ 3. Correspondence and System Management – Oversees the CA formal correspondence process. Manages the CA contract mailbox and invoice mailboxes. Tracks and assigns all grantee inquiries and requests and coordinates with the assigned contract manager, internal and external stakeholders to ensure timely responses. Tracks grantee deliverables and required reports to ensure timely submission, response, and upload into the required system of contract records. Coordinates with the contract management team to upload contract correspondence, documents, and deliverables in HHS System of Contract Operation and Reporting SCOR. %

EFJ 4. Quality Assurance and Systems Maintenance - Performs CA contract quality assurance that includes reviewing contract data for completeness, appropriateness, discrepancies, and accuracy. Conducts reviews of the HHS System of Contract Operation and Reporting (SCOR) to ensure compliance of contract records and develops a comprehensive summary report regarding the findings. Uses multiple spreadsheets, databases, and electronic systems to review, collect, maintain, and prepare information for compliance and quality reporting purposes. (10%)

EFJ 5. Collaboration and Consultation - Establishes and maintains effective communication and working relationships with other HHS staff, internal and external stakeholders. Fosters relationships to provide contract consultation and technical assistance. Consults with internal staff and HHSC stakeholders to resolve problems, identify technical assistance and training opportunities to resolve and contract issues or concerns. Communicates with supervisor, management, and leadership in a timely manner regarding problematic situations and applies proper judgment to ensure appropriate action is taken to ensure successful resolution. (10%)

EFJ 6. Other Duties – Participates in workgroups, meetings, special projects, and tasks as assigned. Performs other duties as assigned which include but are 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:
• Basic knowledge of contract management principles and practices, performance management, contract risks, contract and fiscal monitoring, quality assurance, process improvement, project management, and reporting.
• Ability to effectively communicate complex information, both verbally and in writing, and produce well written reports.
• Ability to review and assess contract documents, requirements, and deliverables and recommend necessary actions.
• Ability to organize and prioritize tasks, schedules, projects, or reports.
• Ability to interpret policies, procedures, and state and federal rules and regulations.
• Ability to communicate and collaborate with internal and external stakeholders.
• Skills in monitoring contractor performance and requirements for compliance with federal and state policies, rules and regulations related to fiscal requirements.
• Computer skills and software knowledge including, but not limited to, Microsoft Office Outlook, Word. Excel, Access, PowerPoint, Visio, Microsoft Project, CAPPS Financials, HHSAS Financials, other accounting software, SCOR, Microsoft Teams, GoToWebinar, GoToMeeting, Zoom, or other meeting platforms.

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