Procurement Contract Administration Manager

WHY WORK FOR DFPS?

The Texas Department of Family and Protective Services (DFPS) is responsible for protecting the unprotected — children, elderly, and people with disabilities — from abuse, neglect, and exploitation. DFPS accomplishes this responsibility by employing over 12,000 workers who live up to the agency's Mission, Vision, & Values in service to the citizens of Texas. DFPS is not only a qualifying organization for the Public Service Loan Forgiveness Program but also offers excellent health benefits, special discounts on many products and services through the Discount Purchase Program, longevity pay, generous paid leave, access to the Wellness program, lifetime retirement annuity, Texa$aver 401(k) and 457 Programs under the Employees Retirement System of Texas.

Functional Title: Procurement Contract Administration Manager 
Job Title: Contract Administration Mgr I 
Agency: Dept of Family & Protectve Svc 
Department: SO CBC DFPS COA DIVISION 
Posting Number: 7637 
Closing Date: 08/19/2025 
Posting Audience: Internal and External 
Occupational Category: Business and Financial Operations 
Salary Group: TEXAS-B-26 
Salary Range: $6,377.50 - $10,785.83 
Pay Frequency: Monthly
Shift: Day 
Additional Shift: Days (First) 
Telework: Eligible for Telework 
Travel: Up to 15% 
Regular/Temporary: Regular 
Full Time/Part Time: Full time 
FLSA Exempt/Non-Exempt: Exempt 
Facility Location:  
Job Location City: AUSTIN 
Job Location Address: 4900 N LAMAR BLVD 
Other Locations:  
MOS Codes: 51C, LS, SK, 3044, 6C0X1, 64P, 6C0, 1490, 1491, 1492, 1493, 1485, 1480, 3006 
 
 
 

Brief Job Description:

The Contract Administration Manager I (Procurement CAM) works under the direction of the Community-Based Care Operations Director for DFPS. This position performs advanced (senior-level) contract administration work involving oversight, execution, and administration of large-scope or high-dollar contracts by defining requirements and negotiating, awarding, developing, and monitoring contracts. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment. May serve in a lead or supervisory role.

Essential Job Functions (EJFs):

Oversees or prepares the scope of work, specifications, and conditions for new contracts; prepares contracts; leads negotiation strategies; and awards new contracts.

• Coordinates, oversees, and leads all phases of the procurement process. Leads the development of procurement and contract documents and procurement-related tools. Ensures procurements follow established DFPS/HHS and state rules, standards, and timelines.
• Drafts scopes of work, specifications, terms and conditions and contract language for Community-Based Care Operations.
• Develops RFA review criteria and evaluation instruments in collaboration with CBC/OCBCT.
• Serves as lead negotiator for Community-Based Care contracts, including maintaining records of negotiation decisions.
• Oversees, Coordinates and negotiates contract budget reviews, contract funding allocation decisions, negotiations of revised budgets and performance measures with selected applicants. Obtains from applicants any clarifications and supplemental information.
• Works with Legal, Finance and other agency program areas to ensure that contracts contain all necessary information.
• Provides oversight of preparing and execution of awarded contracts.

Oversees the operations and activities of monitoring contract performance, including developing and tracking key metrics.

• Oversees the monitoring of contractor performance and participates with the development of contract management and administration policies, processes, and procedures.
• Monitors legal and regulatory requirements pertaining to the performance of contract management.
• Supports the calculation and enforcement of financial incentives and remedies under a performance-based contract
• Participates with the development of methods for tracking contract performance and reports on metrics and outcomes.

Oversees or conducts on-site visits to contractors to examine billings, fiscal data, and eligibility determinations for compliance with contract terms and agency policies.

• Provides guidance and direction to staff performing contractor compliance reviews with contracts terms and policies.
• Provides oversight of desk reviews and on-site reviews performed on contractors.
• Oversees compliance reviews of contractors, including invoicing, billing, fiscal data, and eligibility determinations.
• Conducts readiness and implementation reviews of contractors.

Oversees and coordinates the processing of contract documents to ensure that management understands and authorizes contract terms.

• Summarizes and and packages key information from  CBC contract documents in order to explain contract content and  issues to agency leaders.
• Tracks the routing of contract amendments to obtain appropriate approvals. Ensures amendment content aligns with agency policies.

Develops short- and long-term strategies and goals for the administration of assigned contracts.

• Provides a broad range of services across multiple organizational departments, including the development of strategies and goals for administration of Single Source Continuum Contracts.
• Develops Community-Based Care Operations strategy for managing and monitoring the Single Source Continuum Contracts throughout the contract lifecycle.

Investigates and resolves discrepancies, complaints, and disputes by negotiating settlement agreements or by canceling or terminating contracts.

• Meets with contract parties to discuss any disagreements over contract content. Negotiates with contractor to the extent allowable. Terminates contracts as necessary.
• Conducts research and investigations and determines corrective action to take in resolving contract and Community-Based Care Operations related complaints and disputes.

Initiates and oversees special studies or surveys to assess consumer and program outcomes for evaluation.

• Oversees studies, analyses of information, and develops findings, recommendations, and strategies to mitigate risks. Determines trends and participates in efforts to resolve problems.
• Responsible for developing specialized consulting contracts and studies to evaluate and measure Community-Based Care program activities and functions.
• Conducts monitoring and oversight of assessment contracts used to evaluate program performance.
• Assists with and conduct research for special studies or surveys to identify process improvements, when necessary or requested.

Serves as the principal contract liaison between agency management, contractors, the Legislature, and other customers.

• Serves as a resource and provides technical assistance services to DFPS and other stakeholders for Community-Based Care Contracts.
• Provides guidance to staff in the development and integration of new methods and procedures.
• Serves as the primary CBC contract liaison and Completes appropriate reports and documentation related to contract planning and tracking.
• Tracks legislative bills to assess impact to the Community-Based Care contracts and ensure contract language is congruent with legislation.
• Serves as the procurement and contract liaison to the CBC SSCC contractors to inform them of legislative changes and how the legislation impacts the CBC program and/or contract requirements. 
• Participates in agency legislative implementation plans related to the Community-Based Care program and SSCC procurements and contracts.

Provides input on or prepares the contract budget; recommends budget allocations for proposed contract agreements; arranges, monitors, and reviews budget allocations with management; and provides budget forecast and proposes alternatives.

• Responsible for oversight and maintenance of Community-Based Care Operations contract budgets, including monitoring and reviewing of Community-Based Care Operations budget allocations.
• Conducts budget forecasts and plans and presents alternatives as needed.
• Reviews budget allocations with management.
• Coordinates with the CBC Fiscal Management Team to implement agreed upon cost saving strategies, when applicable.
• Identify or forecast cost savings for initial contract, extensions, and amendments compared to previous contract
• Makes recommendations  on the contract budget; reviews budget allocations with management and the SSCCs annually.

Plans, develops, and conducts presentations.

• Plans, develops and conducts presentations on Community-Based Care Operations related topics to internal and/or external customers.
• Develops presentatations to deliver at pre-bid conferences.
• Develops training content to present to evaluators.

May serve in a lead or supervisory role.

Performs related work as assigned.

Knowledge, Skills and Abilities (KSAs):

Knowledge: Extensive knowledge of state of Texas procurement principles and practices; Knowledge of negotiation strategies and techniques; contract administration and cost monitoring for large-scope or high-dollar contracts; systems and procedures used to evaluate a third-party vendor’s performance; and local, state, and federal laws and regulations relevant to the administration of federal or state funds.

Skill: Skill in developing contracts, in problem resolution, and in the use of a computer and applicable software.

Ability: Ability to complete tasks according to the procurement action lead time schedule, exercise sound judgment in making critical decisions, to analyze complex information and develop plans, to interpret complex data, to effectively demonstrate negotiation and facilitation skills, to communicate effectively, and to supervise the work of others. Must be detail oriented and proactive.

Registrations, Licensure Requirements or Certifications:

Certified Texas Contract Developer (CTCD) and Certified Texas Contract Manager (CTCM) required or have the ability to obtain the certifications within 12 months.

Initial Screening Criteria:

Required: Graduation from an accredited four-year college or university. 4 years of experience in purchasing, procurement, contract management or grant management. Experience may substitute for education on a one-to-one year basis.

Preferred experience: Experience with large state procurements is preferred. Current Certified Texas Contract Developer (CTCD) certification is preferred.

Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions. You may also contact the DFPS Military Liaison at dfpsmilvets@dfps.texas.gov with additional questions.

Applicants selected for hire must pass a background check and if applicable a driver’s record check.

State of Texas employees are required to maintain the security and integrity of critical infrastructure as defined in Section 117.001(2), State of Texas Business and Commerce Code. Applicants selected for hire comply with this code by completing related training and abiding by agency cybersecurity and communications system usage policies.

As a state agency, DFPS is required by Texas Administrative Code (TAC 206 and 213) to ensure all Electronic Information Resources (EIR) follow accessibility standards. The staff must be familiar with the WCAG 2.1 AA and Section 508 to create accessible content including but not limited to; Microsoft Office documents, Adobe PDFs, webpages, software, training guides, video, and audio files. 

DFPS uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Employees must provide documentation to DFPS to show their identity and authorization to work in the US. Please review the following link for authorized documents: https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents .

In compliance with the Americans with Disabilities Act (ADA), HHS/DFPS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS/DFPS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.