Contract Administration Manager

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage.

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

Under the supervision of the Deputy Associate Commissioner of the Substance Use (SU) Contract Management Area, the Contract Administration Manager (CAM) performs advanced contract administration tasks and assists with daily operational oversight of the area, which manages over 500 contracts valued at more than $360 million per state fiscal year. The CAM will provide high-quality customer service to both external and internal customers through prompt responses to inquiries, proactive problem-solving, and a commitment to continuous improvement within the contracting and program areas. This role requires the ability to work under pressure in a fast-paced, high-demand environment, necessitating flexibility and adaptability to change.

Performs advanced (senior-level) contract administration work. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment to oversee daily operations and contract management activities from development to closeout within the Substance Use Contracts Management Area. The CAM will establish goals, objectives, and procedures for the management and administration of substance use contracts while coordinating and leading initiatives designed to strengthen contract management and administration functions. The role involves regularly reporting data to leadership, utilizing that data as decision-making points, and providing technical assistance to SU contract management area staff.  Utilizes advance project management skills to develop work plans, implement complex projects, coordinate workgroups, track progress and report on results. A comprehensive understanding of 2 CFR 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards) is essential to ensure compliance and effective oversight.
 
This position provides leadership within the unit and works under limited supervision, allowing considerable latitude for initiative and independent judgment to ensure that unit goals are met. The CAM may assign work, supervise the activities of others, and lead projects and initiatives.
 

Essential Job Functions: 

Assists in developing short- and long-term goals and implementing strategies to enhance contract management and administration functions. Collaborates with internal and external stakeholders, including HHSC divisions, management, contractors, organizations, and other state agencies to facilitate the development and management of procurements and contracts. Oversees, develops or prepares Scopes of Work (SOW), specifications, and conditions for new contracts; prepares contract documents; and leads negotiation strategies. Plans and provides input on contract administration activities including but not limited to contract budgets and budget allocations for proposed contract agreements. Arranges, monitors, and reviews budget allocations with management. Reviews, assists, and manages quality assurance activities. Represents the area by making presentations, providing information, and collaborating with contractors and stakeholders, state agencies, internal audit and federal partners. Develops and ensures accurate and complete reports for management and HHSC executive leadership. Ensure SU Contract Management Area complies with federal and state regulations. Based on review results provides recommendations to the Director and staff regarding new policies and procedures.  (30%)

Plans, prioritizes, and performs of a variety of technical, training, research, planning, policy, program/contract assessments, and administrative activities for assigned projects including overseeing the data collection for delivery of services; provides high-level technical assistance for a program; and creates efficiencies where opportunities occur. Develops and implements effective techniques for evaluating agency programs and contract status, and provides guidance to staff in the development and integration of new methods and procedures. Creates and provides guidance on tools, data, and reports needed to assess quality, improve decision making, facilitate timely responses, and comply with procurement and contract-related requirements. Uses advanced analytics and reporting skills to assess and recommend projects which will improve operations. Acquires data from different sources related to procurement and contracting systems which are critical to the work of SUD, including but not limited to System of Contract Operations and Reporting (SCOR), Centralized Accounting and Payroll/Personnel System Financials (CAPPS Fin), Behavioral Health Management Services Management System (BHSMS), and Clinical Management for Behavioral Health Services (CMBHS). Consolidates and analyzes information from multiple data tables to report on and improve performance. Prepares and explains data and analysis using a comprehensive approach that is understandable to those with limited data knowledge and experience. (40%)

Monitors contractor compliance with established regulations and standards to ensure effective contract management. Serves as the principal contract liaison between agency management, contractors, and other internal and external stakeholders, facilitates communication and collaboration to enhance contract administration and delivery of services. Performs contract administration work involving the oversight, execution, and administration of large-scope or high-dollar contracts by defining requirements and negotiating, awarding, developing, and monitoring contracts. May serves as the principal contract liaison for high-risk contracts between agency management, contractors, and other customers, providing guidance and technical assistance throughout the contract lifecycle. Provide guidance to internal stakeholders for high-risk, crisis, and sensitive projects required by the agency. Supports and reviews contractors’ use of Clinical Management for Behavioral Health Services (CMBHS). Oversees the operations and activities of monitoring contract performance, including developing and tracking key metrics. (25%)

Performs other duties as assigned, which may include reviewing and analyzing legislation related to procurement or contract management, serving as a subject matter expert in assigned workgroups, and actively participating in or supporting the agency’s obligations for disaster response and recovery or Continuity of Operations (COOP) activation. Such participation may require alternate shift assignments and/or relocation. (5%)

Registrations, Licensure Requirements or Certification:

Certified Texas Contract Manager (CTCM) or secure CTCM within 12 months.  

Knowledge Skills Abilities:

Knowledge of state and federal laws, regulations, policies, and requirements specific to substance use disorder services and contract management.

Knowledge of business processes, process improvement methodologies, and contract management systems/practices.

Knowledge of the government program service delivery system.

Knowledge of relevant computer software applications.

Skills in writing and presenting complex documents, reports, regulations, policies, and procedures.

Skills in project management and effectively solving problems and resolving conflicts.

Skills in analyzing and interpreting large, complex data sets and synthesizing information into reports and policies.

Skills in managing multiple and competing priorities effectively.

Ability to build and maintain effective working relationships with various stakeholders.

Ability to evaluate the performance of staff or contractors delivering services.

Ability to implement change and lead cross-functional teams to design and improve work processes.

Ability to establish goals and objectives while working independently and delivering results in complex environments.

Ability to learn and utilize advanced software applications required for successful job performance.

Ability to make independent and sound technical decisions and analyze new situations when encountered.  

Initial Screening Criteria:

Experience leading or managing a contract management team. Experience with data and systems related to the work of Substance Use programs and contracting such as SCOR, CAPPS Financials, BHSMS and CMBHS is preferred. 

Candidates are required to provide their most recent performance evaluations and complete a post interview exercise to be considered for position selection. 

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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.