Senior Contract Administration Manager

2 months ago

Austin, Texas, United States Texas Department of Aging & Disability Services Full time
Job Summary:
We are seeking a highly skilled Contract Administration Manager II to join our team at the Texas Department of Aging & Disability Services. This is a critical role that requires advanced knowledge of contract administration and management principles, policies, and procedures. The successful candidate will be responsible for overseeing the development, execution, and management of complex IT contracts, providing guidance on contract budgets and budget allocations, and ensuring compliance with local, state, and federal laws and regulations.

Key Responsibilities:
1. (20 percent) Provide guidance on contract planning and development, including the creation of business case and use case documentation for RFO and TPO-related documents. Serve as a liaison between HHS agency leadership, division leadership, contractors, stakeholders, HHSC PCS, and customers. Oversee the development, execution, and management of complex IT contracts, some exceeding $10 million, providing a broad range of services across multiple organizational departments.

2. (25 percent) Interpret program policies, procedures, state and federal regulations for internal and external inquirers. Monitor legal and regulatory requirements pertaining to the performance of contract management. Develop contract management and administration policies, processes, and procedures. Review reports of statistical information related to program contracts ensuring data entries accurately reflect the status of contract activity.

3. (15 percent) Oversee quality assurance activities regarding contract processing and administration by developing contracting quality assurance activities. Oversee technical reviews of contracts and related amendments verifying contract data meets performance, legal, and fiscal requirements described in the contract. Use internal quality review tools to review and evaluate compliance with contract management and administration criteria.

4. (15 percent) Identify cost-saving opportunities for initial contracts, contract extensions, and contract amendments as applicable, and may oversee special studies or surveys to identify process improvements. Oversee the planning, developing, and conducting of presentations. Oversee the review of specifications for bids or solicitations and negotiates or communicates other contract terms. Maintain contracts by negotiating contract options, amendments, and work plan changes. Oversee the maintaining of documentation in each contract file; monitoring of contract performance by examining billings, fiscal data, performance, and eligibility determinations for compliance with contract terms; and resolving audit exceptions by defining causes of errors and recommending dispositions.

5. (15 percent) Oversee automated databases to plan, track, and complete required contract activities and ensures complete and thorough records are uploaded to the contract management database.

6. (10 percent) Oversee preparation of correspondence and reports according to designated procedures. Represent the agency at contract planning sessions, committees, workgroups, and meetings to address significant issues.

Requirements:
• Advanced knowledge in leadership
• Advanced knowledge in information technology
• Advanced knowledge of procurement and contract management and administration principles, policies, and procedures
• Advanced knowledge of negotiation strategies and techniques, of contract administration and cost monitoring for large scope or high-dollar value contracts; of systems and procedures used to evaluate vendor's performance; and of local, state, and federal laws and regulations relevant to the administration of state funds
• Advanced knowledge of Department of Information Resources (DIR), especially Telecom Managed Services and Cooperative Contracts
• Skill in handling multiple projects, manage competing priorities, and meeting tight deadlines
• Skill in conflict resolution and contract negotiations
• Skill in communicating effectively both verbally and in writing
• Ability to mentor co-workers
• Ability to gather, assemble, and correlate data
• Ability to exercise sound judgment in making critical decisions to analyze complex information and develop plans
• Ability to interpret complex data
• Ability to interpret and apply policies, procedures, and regulations
• Ability to evaluate material data for reasonableness, necessity, and conformity with contract requirements

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