Contract Specialist II

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Brief Job Description:

The Texas Health and Human Services Commission (HHSC) seeks highly qualified candidates to fill the Contract Specialist II position with Community Services (CS), Community by its mission statement "We Serve Texas." The ideal candidate will thrive in an environment that emphasizes fidelity to our mission, collegiality to internal and external stakeholders, nurturing talent within our team, open and transparent communication, and agility to adapt quickly to challenges and changes.

This position performs complex (journey-level) contract management work, including contract enrollment, maintenance, and monitoring. Work involves developing and evaluating a broad range of contracts. Works under general supervision, with moderate latitude for the use of initiative and independent judgment. Provides orientation and technical assistance on program rules and policies to contractors. Develops, negotiates, and processes contracts and amendments for community care services programs. Conducts monitoring of contract performance, including service delivery and fiscal monitoring. Participates in State Office of Administrative Hearings (SOAH). Develops, implements, and monitors corrective actions and/or sanctions. Investigates and validates individual, community and department staff complaints relating to contract performance. Interprets and clarifies standards, policies, and procedures to improve program operation and performance. Reviews contractor billings and resolves billing rejections, problems, and/or issues.

This position handles relatively complex contract applications and assists with projects. This position provides information and technical assistance to contract staff. Identifies training needs, assists with the development of training materials, and may provide guidance to contract or department staff to enhance performance, correct non-compliance issues, provide consistency, and improve the quality of services to individuals.

This position will carry out special assignments as required by the unit manager. May be assigned additional duties.

Essential Job Functions:

EJF1

Identifies the need for service providers and takes appropriate action(s). Participates in work groups to make recommendations to change contract-related documents. Monitors legal and regulatory requirements pertaining to contracting. Handles routine reporting activities and special projects/tasks internal/external to the unit as assigned. Provides orientation and technical assistance on program rules and policies to contractors, stakeholders, internal HHSC staff, and community.

(Percentage of Time Spent on Tasks = 10%)

EJF2

Prepares and maintains contract documents in accordance with policy and procedures. Assists with developing contract administration policies and procedures. Initiates, develops, negotiates, processes, and manages contracts, renewals, and amendments for community care services programs. Uploads required documents to HHSC contracts repository system.

(Percentage of Time Spent on Tasks = 10%)

EJF3

Completes all required pre-monitoring activities. Completes contractor screening criteria prior to formal monitoring to verify the legal entity's business information and status. Reviews contractor history that includes reviewing the contractor's HHSC licensure status, regulatory compliance history, previous fiscal year expenditures, and Adverse Action Review Committee (AARC) activity since the previous monitoring to assess the contractor's performance as applicable to the contract type. Prepares applicable program and fiscal compliance monitoring tools, Monitoring Workbook, and Individual Work Papers (IWP) by entering information that is readily available, such as legal entity name, contract numbers, review dates, review periods, payment information, etc. Prepares common forms that include entrance and exit conference forms. Pulls electronic visit verification (EVV) visit logs and units of service tables and reviews for missing data. Sends inquiries to EVV Vendor or EVV Operations about missing data or missing reports. Reviews COGNOS billing/payment report. Completes and sends the notice of Scheduled Contract and Fiscal Compliance Monitoring at least 20 days before the monitor review following notification protocol. Selects the monitoring sample. Determines the review period. Ensures the sample is sent to the contractor two business days before the monitor review. Schedules monitor reviews within the established timeframes.

(Percentage of Time Spent on Tasks = 20%)

EJF4

Monitors contractor performance to ensure compliance with State and Federal regulations by conducting contract compliance on or off-site. Plans and conducts investigations resulting from allegations made about contractors. Monitors contract performance by examining billings and eligibility determinations for compliance with contract terms and policies, recommends actions or sanctions of contracts, and tracks them through completion.

(Percentage of Time Spent on Tasks = 50%)

EJF5

Provides guidance regarding contract administration, policies, and procedures to contractors, stakeholders, internal HHSC staff, and community. Assists other team members. Must also perform other duties as assigned and necessary.

(Percentage of Time Spent on Tasks = 10%)

Knowledge Skills Abilities:

Journey level knowledge of contracting and procurement regulations, of negotiating contracts, of developing contracts, of business administration and accounting principles and practices, and of policies and procedures of contract management. Knowledge of contract enrollment and maintenance procedures, regulations, and policies. Knowledge of local, state, and federal laws and regulations regarding contract enrollment, maintenance, and administration. Knowledge of community care services programs, policies, rules and regulations.

Skill in managing multiple priorities and projects and meeting tight deadlines. Skill in communicating effectively both verbally and in writing. Skill in formulating written communication for various audiences. Skill in the use of a computer and applicable software.

Ability to evaluate contracts and recommend continuation or termination of contracts, or adverse actions; to evaluate fiscal data for reasonableness, necessity, and conformity with contract requirements. Ability to interpret policies, procedures, and regulations regarding contract enrollment. Ability to gather, assemble, correlate, and analyze facts. Ability to organize workload and set priorities. Ability to problem solve and mediate. Ability to write and edit contract requirements and specifications and to negotiate features of a contract. Ability to effectively communicate orally and in writing. Ability to provide guidance to others. Ability to work in a team environment.

Registrations, Licensure Requirements or Certifications:

Certified Texas Contract Manager (CTCM). Certification completion is required between the sixth (6th) and twelfth (12th) month of employment.

Initial Screening Criteria:

Experience in interpreting policies, rules and regulations of State and/or Federal laws. Experience with HHSC Community Care Services programs preferred. Experience in making decisions based upon interpretation of federal and state laws. Full-time work experience in the health and human services field preferred. Experience in contract management and monitoring preferred.

Additional Information:

Contract Specialist duties will require extensive travel and some overnight travel. Employees must have a valid driver's license to perform duties. Applicants may not have a history of substantiated fraudulent activity against HHSC or any programs it administers. In compliance with the American Disability Act (ADA), HHS agencies will provide reasonable accommodations during the hiring process and selection process for qualified individuals with a disability. If you need assistance completing the online application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodations to participate in the interview process, please notify the person scheduling the interview. HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

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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 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.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS 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 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.

Pre-Employment Checks and Work Eligibility:

Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.

HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form