Contract Manager

Essential Job Functions: 

• Attends work on a regular and predictable schedule in accordance with HHSC leave policy and performs other duties as assigned. Work schedules for the first six months of employment must be between the hours of 7AM to 6PM. Supervisors may consider alternate schedules outside of these hours based on performance, responsibilities, and the needs of the team, however, alternate work schedules are not guaranteed. 

• Oversight and Monitoring: Acts as the lead in contract management, overseeing contractor performance and expenditures while providing technical assistance. Conducts quality assurance on report cards, tracks budget and performance data, and monitors deliverables. Engages in risk management and compliance monitoring, coordinates approvals, and provides status updates on approvals and performance measures. Facilitates communication through vendor calls and stakeholder feedback to communicate and confirm the health of assigned contracts. Collaborates with relevant parties during on-site or desk reviews and addresses audit findings by defining requirements and recommending appropriate actions.  (30%) 

• Financial Management: Ensure invoices are accurate and aligned with payment terms. Approves invoices/claims for payment. Monitor budgets closely and resolve any disputes that may arise. Maintain comprehensive records of financial transactions and facilitate approval processes. Ensure budget program adjustments and resulting changes are implemented effectively and includes all necessary documentation. (20%) 

• Communication and Technical Assistance: Acts as the primary point of contact for HHSC management, Procurement and Contracting Services (PCS), and Contract Liaisons on contract management and development activities. Engages in written and oral communication with contractors to ensure accountability between the State and contractors. Ensures continuity of operations during emergencies or catastrophic events, facilitating the delivery of financial and programmatic technical assistance and training with relevant agency programs. Provides guidance to internal and external customers on contract administration, policies, and procedures while delivering high-quality customer service through prompt responses to inquiries, proactive problem-solving, and ongoing improvements within the unit and program areas. (20%) 

• Contract Development: Responsible for all contract development activities, including creating and amending contracts, collaborating with internal stakeholders to develop scopes of work, and conducting budget reviews. Identify the need for contract action, prepare contract packets, and schedule kickoff meetings. Negotiates terms and conditions of new and amended contract packets. Collaborates with areas of HHSC to revise scopes of work as needed, adheres to department, state, and federal contracting policies. Facilitates approval, validates contract setups, and communicates contract changes effectively to contractors and staff. Projects expenditures to ensure proper fund usage and routinely shares findings and recommendations with program and agency staff. (20%) 

• Support Assignments: May manage special projects as needed, prepare correspondence and reports, and analyze data to compile statistical reports or surveys using Word, Excel, or other relevant applications. Coordinates and implements changes in response to new federal and state laws, regulations, and agency policies. Complete other duties as assigned. (10%) 

Knowledge Skills Abilities: 

• Knowledge of medical and social services programs, including applicable standards, policies, functions, missions, and objectives. 

• Knowledge of contract management principles and practices, fiscal management, process improvement, quality assurance, and oversight.  

• Working knowledge of substance use prevention, intervention, and treatment programs, and public accountability systems. 

• Skill in communicating effectively both orally and in writing. 

• Skill in establishing and maintaining effective working relationships. 

• Skill in the use of computer equipment, computer software and applications, including but not limited to: Excel; Outlook; Word. 

• Ability to organize and present information effectively, both orally and in writing. 

• Ability to prepare administrative reports and special projects as assigned. 

• Ability to interpret policies and develop effective operating procedures for substance abuse programs and services. 

• Ability to analyze and solve problems, make decisions impacting departmental operations, and comprehensively evaluate reports. 

• Ability to prioritize tasks, schedules, projects or reports. 

• Ability to provide leadership in a team environment, communicate issues, and coordinate across multiple cross-functional divisions while managing multiple tasks and projects. 

• Ability to interpret and apply federal and state statutes, regulations, agency rules, and policies related to the use of substance use contracts. 

• Ability to utilize applications and electronic systems such as CAPPS, SCOR, CMBHS, BHSMS and SmartSheet to manage programmatic and contract-related information in compliance with HHS requirements. 

Registration or Licensure Requirements: 

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

Initial Selection Criteria: 

Experience managing contracts and projects. 

Additional Information:    

Only Applicants Who Are Interviewed Will Receive Written Notification of Selection Results. Interviewed applicants will be required to complete a written exercise as part of the interview process.