Contract Administration Manager I

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Texas Health and Human Services Commission (HHSC), Office of Family Services (OFS), Children’s Advocacy Program Contract Administration Manager I.

The Contract Administration Manager I, under direction of the OFS Contract Director will provide strategic direction, planning, guidance, and technical assistance for contracting operations for the Children’s Advocacy Programs, which consists of the Texas Court Appointed Special Advocates (TXCASA) and the Children’s Advocacy Centers of Texas (CACTX). This position works under minimal direction with extensive latitude for the use of initiative and independent judgment and ensures all contracting policies and procedures adhere to and are in compliance with all HHSC and state contracting and procurement guidelines.

You will be responsible for high level monitoring of contracts to ensure compliance within HHSC and OFS contracting guidelines. Formats, reviews, edits, and routes program contracting reports and related documents for OFS management approval. Assists in resolving technical problems and providing contracting technical assistance. Interfaces with OFS and the HHSC Procurement and Contracting Services (PCS) Divisions on agency critical contracts and procurements. Assesses the effectiveness of program policies and develops recommendations to standardize or improve systems. Maintains records and information in accordance with division policy. Reviews and analyzes programmatic reports to ensure compliance with division, HHSC and statutory requirements. Compiles and summarizes data for program and management review to allow for comparison and trending analysis. May perform related work as assigned for all programs with the OFS section. Performs other duties as assigned.

Essential Job Functions:

(25%) Performs written and oral communication with contractors, as the single point of contact for all contractual accountability activities between the State and contractors. Reviews all monthly financial status reports and supporting documentation to determine allowability for payment. Facilitates and ensures delivery of financial and programmatic technical assistance, corrective actions, and training. Coordinates resolution of contractor issues, initiates all contract amendments (to include terminations) and sanctions, obtains approval of amendments/sanctions with appropriate program managers, communicates impact of changes to appropriate contractor and program staff, and ensures implementation and resolution of contract sanctions. Ensures all contract closeout activities are performed according to HHSC policy. Works closely with the OFS Contract Director, OFS Policy Team Lead to ensure consistent and quality administration of the Children’s Advocacy Program.

(25%) As the subject matter expert for program procurements, develops, reviews, and revises multi-million-dollar Request for Application (RFA) documents or other procurement types for client services contracts in the Child Advocacy Programs. Writes and edits procurement documents using HHSC-approved tools, and ensures that competitive procurements meet HHSC procurement requirements, standards, and timelines. Collaborates with program subject matter experts as needed on the inclusion of program-specific information for the procurement documents, and the development of review criteria and review tools. Works closely with program staff, Procurement and Contracting Services (PCS), budget, legal and management to ensure that contracts resulting from competitive procurements contain appropriate program and legal requirements and are completed in a timely manner.

(25%) Develops and maintains Children Advocacy Program contracting policies and procedures, contract templates, and reporting, and contracting tools. Develops policies and procedures related to procurement and contracting activities with guidance to staff in the development and integration of new methods and procedures. Represents OFS as a contracting subject matter expert on assigned workgroups.

(15%) Completes analysis of contractor performance by synthesizing contractor expenditure data, performance reports, quality management reports, technical assistance and training documentation, and other pertinent data as it relates to contractor performance. Communicates the results and recommends actions on a routine basis to program staff as appropriate. Completes on-site visits and monitoring with assigned contractors as needed to ensure appropriate contractor performance and to build relationships with contractor and regional staff.

(5%) Prepares management reports, correspondence, and other materials on program contracts. Assists with OFS audit activities. Develops contracting training materials and presentations to management, staff, and grantees.

(5%) Other duties as assigned

Knowledge Skills Abilities:

Knowledge of negotiation strategies and techniques, of contract administration and cost monitoring for large scope or high-dollar contracts; of systems and procedures used to evaluate a third-party vendor’s performance.

Thorough knowledge of contract management including programmatic and financial management that includes review of invoicing, accounting supporting documentation, monitoring, and review and analysis of reports.

Knowledge of contracting process improvement and quality management.

Thorough knowledge of organizational planning, organizational development, and implementation methods needed to establish and administer a complex and comprehensive delivery system.

Knowledge of funding and allocation methodologies.  

Knowledge of Texas legislative processes and ability to implement legislative changes.

Knowledge of state and federal legislation as they relate to state and federal laws, agency regulations, policies, rules, and requirements.

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.

Ability to interpret policies and develop effective operating procedures for Contract Management.

Skill in analyzing and solving problems and making recommendations affecting overall contracting activities; and comprehensively and accurately evaluating different types of administrative reports.

Ability to develop complex contract templates and procurement documents including RFAs.

Ability to gather, assemble, correlate and analyze facts.

Ability to develop and evaluate policies and procedures. Ability to deal effectively with state and local officials and the public.

Ability to perform multiple tasks, assignments and projects.

Ability to interpret and apply federal and state statutes, regulations, agency rules, policies and procedures related to procurements and contracting.

Ability to establish and maintain effective working relationships with internal and external stakeholders. 

Registrations, Licensure Requirements or Certifications:

Prefer Certified Texas Contract Manager (CTCM). If not currently a CTCM, the selected candidate must obtain CTCM certification within 6 months of hire date.

Initial Screening Criteria:

Graduation from an accredited four-year college or university preferred. Experience and education may be substituted for one another on a year-for-year basis.

Certified Texas Contract Manager (CTCM) certificate preferred.

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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

Telework Disclaimer:

This position may be eligible for telework.  Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.