Contract Specialist V

2 days ago

Austin, Texas, United States Health & Human Services Comm Full time
Job Title: Contract Specialist V

Job Summary:

The Contract Specialist V will perform highly complex financial and procurement work and provide consultative and liaison services for the Women, Infants, and Children (WIC) program within Family Health Services (FHS) section. The successful candidate will have extensive latitude for the use of initiative and independent judgment.

Key Responsibilities:
  • Review and audit completed WIC procurement documents for accuracy and conformance to applicable rules and regulations.
  • Obtain appropriate approvals and facilitate the determination of the most effective and cost-efficient procurement method for obtaining commodities and services.
  • Monitor contract expirations and ensure contracts are renewed or re-bid as necessary.
  • Participate in purchasing activities by facilitating planning meetings, setting timelines, and developing procurement documents and evaluation instruments.
  • Support training of and communication to program staff related to purchase requirements.
  • Accept, track, and ensure response to written questions submitted by potential bidders.
  • Work with program staff and various HHS Divisions on contract/PO documents.
  • Adhere to department, state, and federal contracting policy.
  • Support the oversight of contractor performance, including ensuring purchase orders are supported by appropriate terms and conditions.
  • Ensure appropriate tracking of purchase orders and ensure POs include adequate fundings that match the duration of the purchase orders and the estimated costs.
  • Communicate any issues with purchase orders and recommend actions on a routine basis to staff and management.
  • Prepare written and oral communication with the vendor, as needed.
  • Provide guidance to internal and external customers regarding contract administration, policies, and procedures.
  • Coordinate resolution of purchase order-related issues and serve as a point of contact regarding issues with the vendor during the purchase order execution process.
  • Initiate any and all changes to the purchase orders.
  • Maintain appropriate records to ensure the availability of historical information about purchases.
  • Participate in the development of Program contract administration policies and procedures.
  • Oversee Program Contract Management Quality Assurance activities.
  • Serve as a subject matter expert related to contract management on assigned workgroups.
  • Analyze Program contract management outputs and activities; identify gaps and recommend system improvements.
Requirements:
  • Knowledge of budgeting/accounting principles/controls and business procedures.
  • Knowledge of state/federal laws, rules, policies, and procedures.
  • Ability to learn USDA/HHSC procurement policies and procedures.
  • Knowledge of WIC regulations, systems, and functions.
  • Skilled in the use of personal computers, network environment, Internet, and software applications, including but not limited to spreadsheets and databases.
  • Skilled and resourceful in interpreting and applying policies and procedures.
  • Ability to learn HHSC budgeting and accounting processes/systems.
  • Ability to devise solutions to problems.
  • Ability to effectively communicate, both verbally and in writing, on a complex level.
  • Ability to develop/interpret/apply/summarize/explain regulations, policies, and procedures.
  • Ability to effectively utilize appropriate WIC program/financial/department resources to perform work responsibilities.
  • Ability to pay attention to details and accuracy of work.
  • Ability to collect, analyze, and reconcile financial data and prepare concise reports.
  • Ability to plan and effectively schedule multiple projects, time, and resources.
  • Ability to effectively work with other staff and maintain positive work relations.
Registration or Licensure Requirements:
  • Certified Texas Contract Manager (CTCM) certification must be obtained within 6 months of employment.
Initial Selection Criteria:
  • Two years of experience in contracting, requisition development/entry, or purchasing.
  • Experience in the procurement of goods and services.
  • Preference for experience with HHSC purchasing processes.

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