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Contract Specialist IV
2 months ago
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 that reduce institutionalization, allow individuals to remain in their communities, and promote economic and personal self-sufficiency. AES is built on its core values of family, inclusion, commitment, innovation, and excellence. 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; creating 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. This position must support, ensure compliance with, and behave in a manner that reflects the AES values in support of the AES mission and vision. Must also perform other duties as assigned and necessary.
The Contract Specialist IV position, under the supervision of the Office of Administration (OA) Eligibility Operations (EO) Contract Team Manager, participates and/or oversees all phases of contract procurement, management, and monitoring for designated EO services contracts and agreements, including Memorandums of Understanding (MOU) and Interagency Agreements (IAC). The Contract Manager reviews and revises competitive Request for Proposals (RFPs), renewal documents, open enrollments, and other types of procurements for client services contracts. This position also writes and edits procurement documents using Health and Human Services Commission (HHSC)-approved tools, and ensures that competitive procurements meet HHSC procurement requirements, standards and timelines. The Contract Manager also provides oversight, interpretation, and daily management for assigned EO contracts. The Contract Specialist IV acts as the liaison between contractors and program staff, 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. Additionally, this position must review contractor financial and programmatic reports for compliance, assists in the evaluation of contract risk assessments and the development of a contract monitoring plan. Finally, the Contract Specialist IV serves as a subject matter expert in assigned workgroups and training activities, including developing presentations for management and staff; and works under limited supervision, with considerable latitude for the use of initiative and independent judgment.
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with HHSC leave policy and performs other duties as assigned. All employees hired under this job posting are required to work the hours of 8AM to 5PM for the first six months of employment. Supervisors may consider alternate work schedules after the first six months of employment based on performance, responsibilities, and the needs of the team. However, alternate work schedules are not guaranteed.
This position may be considered for telework in accordance with HHSC policy, at the discretion of AES Leadership, and to meet the business need.
EJF1: Performs comprehensive contract management for assigned contracts. Maintains contractor files ensuring accessibility of information. Ensures all contract closeout activities are performed according to HHSC policy. Determines the effectiveness of contractor operational and contractual compliance by developing and utilizing a standard set of assessment tools. Informs OA management and AES leadership of significant contractor compliance and performance issues and provides recommendations for action. Participates and oversee the development of contracting activities such as, facilitating planning meetings, development and maintenance of timelines, and developing contract documents, including amendments and renewals. (25%)
EJF2: Develops and maintains procedures to ensure accountability and documentation related to performance measures and contract management. Completes analysis of contractor performance by synthesizing performance reports, quality management reports, technical assistance and training documentation, and other pertinent data as it relates to contractor performance. Oversees and administers enforcement of sanctions for contractors, including but not limited to the recoupment of funds, assessing penalties, withholding partial or full payments, and suspension or termination of the contract. Monitors plans of correction with other division staff to ensure improvements are sustained. Coordinates monitoring for contractual accountability activities between the State and contractors. Completes assigned monitoring reviews within assigned time frames and in accordance with the contract, state rules, federal regulations, and program guidelines. (25%)
EJF3: Establishes and maintains effective working relationships and communications with HHS staff, and other internal/external stakeholders, and provides timely responses to requests and inquiries for information. Consults with internal staff to resolve problems, identify needs, and resolve contracting matters. Communicates with supervisor, OA management, and AES leadership in a timely manner regarding problematic situations and applies proper judgment to ensure and action taken is appropriate. (20%)
EJF4: Participates and/or leads all phases of the procurement process for services. Development of procurement and contract documents. Development on procurement-related tools. Ensures procurements follow establish HHS and state rules, standards, and timelines. Coordinates closely with internal staff to ensure contracts resulting from procurements contain appropriate program and legal requirements and are completed in a timely manner. (15%)
EJF5: Performs written and oral communication with contractors. Ensures timely review and response on all correspondence. Coordinates and/or prepares responses to issue, inquires and correspondence concerning contractors’ functions and activities, including information needs of contractors with other divisions and other state agencies. (15%)
Knowledge Skills Abilities:
Knowledge of the principles and practices of contract administration and management. Knowledge of contract performance analyses and monitoring procedures. Knowledge of state and federal laws, rules, regulations, policy, and procedures relevant to contracts. Skill in communicating effectively both orally and in writing. Knowledge of contracting, performance management, risk assessment and reporting.
Skill in establishing and maintaining effective working relationships. Skill in operating a personal computer. Skills in time management. Skills in project management. Skills in effective oversight to include planning, development and implementation of systems and processes. Skills in operating personal computers and in using applicable software, including Microsoft products with emphasis on the use of Word, Excel, SharePoint, and Visio.
Strong ability to write and edit correspondence, memoranda/ reports, and performance requirements related to contracting. Strong ability to recommend applicable corrective actions, to and monitor / evaluate performance based on contracting knowledge and expertise. Strong ability to communicate effectively both orally and in writing. Ability to communicate with internal and external stakeholders. Ability to develop and maintain strong working relationships. Ability to lead or facilitate workgroups. Ability to lead projects to completion in a timely manner. Ability to manage and coordinate procurement activities and management of contracts. Ability to identify and analyze problems and propose effective solutions. 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. Ability to analyze and solve problems, to make decisions affecting overall departmental operations, and comprehensively and accurately evaluates reports.
