Contract Manager

DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas. If you are looking to make an impact and tackle new challenges, we encourage you to consider a career with us.

Employee Benefits:

DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS). To learn more about all the benefits available to you as a DSHS employee and other DSHS opportunities for early career pathways, visit the DSHS Careers Page.

Review our Top 10 Tips for Success when Applying to State of Texas Jobs.

Brief Job Description:

Under the direction of the Finance Branch Manager, this role involves providing leadership and support in contract management by engaging in activities such as contract funding reviews, quality management activities, and other related tasks to assist DSHS agency contracts. With minimal supervision, and significant freedom to exercise initiative and independent judgement, this position performs highly advanced senior-level technical and consultative work to oversee daily operations within the Contract Management Section (CMS). Key responsibilities include various contract reporting and tracking databases, analyzing financial information related to contracts, and preparing professional management reports and relevant data for contract management. This role includes setting and implementing goals and objectives, developing guidelines, policies, and procedures for contracts, as well as establishing schedules, priorities, and standards to meet performance measures.

Additionally, the contract specialist monitors compliance with federal and state laws, regulations, guidelines, and agency policies. Provides guidance regarding contract administration policies and procedures to program staff, management, and other Department staff as appropriate. Tracks contractor performance, expenditures, and provides technical assistance to staff and peers. Provides high-quality customer service to external and internal customers by delivering prompt responses to inquiries, taking the initiative to solve problems, exercising flexibility, and seeking improvements within the unit and program areas. Interacts routinely with customers including program managers, staff, contractors, stakeholders, organizations, and other state agencies to ensure appropriate contractor performance according to contract terms.

Essential Job Functions (EFJs):

EJF 1. Oversees and maintains various contract reporting and tracking databases, ensuring thorough quality assurance and analysis of key contract and financial data. Tracks the execution status of contracts and amendments, performs data analysis of contract information in the CAPPS Financial and SCOR contracting systems, and leads efforts in tracking contract expenditures and managing the review and approval of invoices. Analyze contract financial information, including contract spending trends and grant funding expenses, budgets for the encumbrance of contract allocations, and other contract budget and accounting activities. Coordinate on a regular basis with key agency partners in the contract financial process, including budget, accounting, and grants management. Prepare highly professional management reports for contracts on a regular basis, including special report requests, all completed within critical timelines and with a high degree of accuracy. Perform ongoing contract information projects and reports, using Microsoft Excel to compile data, add necessary formulas/calculations, and format final output for proper intended audience. Projects expenditures to ensure appropriate use of funds. Communicates the results and recommends actions on a routine basis to program and other Department staff as appropriate. (40%)

EJF 2. Performs written and oral communication with contractors. Coordination and the delivery of financial and programmatic technical assistance and training. Provides guidance to internal and external customers regarding contract administration, policies, and procedures. Identifies training needs and determines appropriate methods for conducting training. (25%)

EJF 3. Coordinates the process for contract planning, participating in comprehensive reviews that cover both financial and programmatic compliance. Collaborates with relevant parties to address audit findings by clarifying criteria, requirements, processes and recommending appropriate resolutions. (15%)

EJF 4. Facilitates the resolution of contractor issues, communicates to appropriate contractor and division staff, and ensures implementation and resolution of contract sanctions. (10%)

EJF 5. Contributes to the development of contract administration policies and procedures. Responsibilities include implementing goals and objectives to support agency-wide strategic plans, polices, and procedures. Acts as subject matter expert related to contract management on assigned workgroups in coordination with grants, budget, fiscal units, legal, Contract Oversight and Support, and division programs. Analyzes departmental contracting systems, outputs, and activities to identify gaps and suggest improvements. Manages special projects as needed and prepares special correspondence or reports, analyzing data and compiling statistical reports or surveys using Word, Excel, or other applications. (5%)

EJF 6. Performs other assigned duties, which may include 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. May require alternate shift assignments or location changes. (5%)

Knowledge, Skills and Abilities (KSAs):

• Knowledge of DSHS programs, applicable standards, policies, functions, and the mission and agency role in meeting the program's health objectives and priority health outcomes.
• Knowledge of contracting regulations, of business administration and accounting principles and practices, and of policies and procedures of contract management and administration.
• Knowledge of audit principles, process improvement, and quality management.
• Knowledge of the State of Texas budgeting and other financial policies and procedures.
• Working knowledge of Texas legislative processes and public accountability systems.
• Knowledge of state and federal legislation as they relate to services and state and federal laws, agency regulations, policies, rules and requirements pertaining to the provision of health services.

• Skill in contract management principles and practices.
• Skill in managing databases and reviewing and analyzing data.
• Skill in using Microsoft Office software, including advanced features of Microsoft Excel.
• Skill in project management and prioritization.
• Skill in problem solving and conflict resolution.
• Skill in communication including the effective organization and presentation of information, both orally and in writing.
• Skill in preparing written analyses and administrative reports and special projects as assigned.
• Skill in analyzing and solving problems and making recommendations affecting overall contracting activities; and comprehensively and accurately evaluating different types of administrative reports.
• Skill in communicating on issues and coordinating oversight across multiple cross-functional divisions.

• Ability to interpret policies and develop effective operating procedures for the Contract Management Section.
• Ability to evaluate and monitor contractor financial performance and provide recommendations.
• Ability to deal effectively with state and local officials and the public.
• Ability to lead or work as part of a team.
• Ability to perform and prioritize multiple tasks, assignments and projects.
• Ability to interpret and apply federal and state statutes, regulations, agency rules, policies and procedures related to contracts.
• Ability to evaluate financial data for reasonableness, necessity, and conformity to contract requirements.
• Ability to make independent and sound technical judgment and to analyze new situations when they are encountered.

Registrations, Licensure Requirements or Certifications:

Certified Texas Contract Manager (CTCM) is preferred or must be obtained within first year of employment.

Initial Screening Criteria:

Experience in the use of computer equipment/software applications such as Microsoft Word, Outlook, and/or Excel.

Experience with invoice review and approval with expenditure reconciliation for a state agency, preferred.

Experience performing and prioritizing multiple tasks, assignments and projects.

Graduation from an accredited four-year college or university in accounting, finance or related field, preferred.

Additional Information:

N/A

Active Duty, Military, Reservists, Guardsmen, and Veterans:

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 for this position. For more information see the Texas State Auditor’s Military Crosswalk at https://hr.sao.texas.gov/CompensationSystem/JobDescriptions/.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), DSHS will provide reasonable accommodation during the hiring process for individuals with a qualifying disability. If reasonable accommodation is needed to participate in the interview process, please notify the person who contacts you to schedule the interview. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747 or via email at HHSServiceCenter.Applications@ngahrhosting.com.

Salary Information, Pre-employment Checks, and Work Eligibility:

• The salary offered will follow DSHS starting salary guidelines. Any employment offer is contingent upon available budgeted funds.
• Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.
• DSHS uses E-Verify. You must bring your I-9 documentation with you on your first day of work.  Download the I-9 form