Contract Monitor

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JoJob Description:

The Texas Health and Human Services Commission (HHSC) Access and Eligibility Services (AES) department is looking for individuals who want to join an exciting and dynamic team working in a high-performing and innovative environment. AES provides an integrated and streamlined approach to connect individuals to services and supports to reduce institutionalization, allow individuals to remain in their communities, and promote economic and personal self-sufficiency. AES is built on its core values of Family, Inclusion, Commitment, Innovation, and Excellence. AES strives to achieve its goals of delivering best in class customer service to clients and stakeholders; strengthening program oversight, integrity, and accuracy; seeking innovative ways to streamline and improve service delivery; creating and promoting a culture of excellence; and promoting departmental efficiencies and responsible stewardship of agency resources. Our staff are well organized; able to multi-task; possess the ability to continuously learn and improve; able to thrive in a challenging, fast- paced, and evolving environment; and have good communication skills, a positive attitude, strong work-ethic, and a desire to help others.

The Financial Analyst III (Contract Monitor) reports to the Contract Monitoring Manager and performs routine-to-moderately-complex (journey-level) fiscal monitoring including planning of ongoing, periodic, or unscheduled monitoring activities that determine and ensure HHSC and contractor compliance with the contract terms, contract management guidelines, and state and federal regulations.

Fiscal monitoring tasks involves examining, investigating, and reviewing financial records, reports, financial statements, policies and management practices to ensure fiscal compliance with contract terms, contract management guidelines, and state and federal regulations. Work also involves the administration and execution of a comprehensive, risk-based fiscal contract monitoring process to ensure accountability and responsibility for performance results; exercising sound judgment in making critical decisions, analyzing complex financial information; interpreting state and federal laws, rules and regulations; applying appropriate intervention and administrative remedies; and providing technical assistance and consultation associated with fiscal monitoring duties.

Develops and fosters relationships to ensure fiscal monitoring tasks are collaborative and coordinated between internal and external stakeholders, and facilitates various contract monitoring meetings for each monitoring project. Remains current on all procurement and contracting policies and procedures as determined by Procurement and Contract Services (PCS) for the HHS Enterprise. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment.

The candidate must have a minimum of four years conducting contract monitoring activities including but not limited to examining and analyzing contractor operating internal control structure and systems, interviewing administrative and financial stakeholders, conducting extensive data analysis, and utilizing extensive accounting and financial documentation to determine contractor and agency compliance.
 

This position is a designated State Office (Austin headquarters) position, however, it can be filled outside of Austin. The assigned work location will be the nearest HHSC office to the employee’s home residence. This position may be considered for telework in accordance with HHSC policy, at the discretion of AES Leadership, and to meet the business need.
 

Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with HHSC leave policy and performs other duties as assigned. Employees hired under this job posting may be required to work the hours of 8AM to 5PM for the first six months of employment. Supervisors may consider alternate work schedules after the first six months of employment based on performance, responsibilities, and the needs of the team. However, alternate work schedules are not guaranteed.

Supports, ensures compliance with, and behaves in a manner that reflects the AES values in support of the AES mission and vision. Must also perform other duties as assigned and necessary.

EJF1. Assists with the coordination and communication, individually and collectively, within OA and AES program area staff, contractors, and state and local agencies to identify contract monitoring needs and resolve problems. (10%) Contract Monitor plans and executes monitoring procedures, facilitates various meetings for each project assigned in an effort to gain an understanding of the contract/program under review, identify risks, conduct (fiscal) testing of source documentation for compliance and review evidence and contractor responses for any issues identified during the monitoring engagement.

EJF2. Tracks project and contract monitoring tasks to ensure completion in accordance with strict contract management and contract monitoring timeline & deadlines. Assists in preparing administrative reports, statistics, or specialized projects to report overall compliance results and performs ad hoc contract management or contract monitoring analysis as assigned. (10%) Contract Monitor is responsible for reviewing the annual contract monitoring plan and coordinating each respective project assigned with program, contract management, and contractor staff. As a result of each project, the Contract Monitor is responsible for writing initial and/or final monitoring reports. These reports are provided to internal and external stakeholders to include the contractor and executive leadership. Contract Monitor is required to use the HHSC project tracking system (SCOR), MS Word, MS Excel, SharePoint, MS Project and TeamMate.

EJF3. Conducts fiscal reviews of contractors to determine compliance with applicable statutes, departmental rules, and contractual requirements. Participates in the preparation of administrative reports to executive management regarding required actions. (20%) Determines degree of contractor compliance with established procedures, requirements, laws, and regulations; completeness of data; and presence of adequate documentation. Required to review state and federal regulations and test contractor’s fiscal compliance against state and federal regulations. The testing results for each review is documented on a fiscal tool.

EJF4. Supports the contract monitoring team in the analysis of contractual issues and problems and in the preparation of reports of findings and recommendations. (10%) Contract Monitoring procedures includes a comprehensive review of contractor documentation to include a review of SCOR evidence; contractor financial documentation (i.e. general ledger, timesheets, cost allocation plans/documents, billing invoices, accounting records, and other documents as required); state and federal regulations; monitoring corrective action plans to ensure compliance. The Contract Monitor also identifies monitoring issues by researching specific topics through stakeholder interviews, a review of financial documentation, prior monitoring and audit findings, and other research techniques. The Contract Monitor also prepares monitoring reports, including the preparation of initial monitoring reports, reviewing of the reports with internal and external stakeholders, as appropriate and preparation of final monitoring reports incorporating contractor comments as appropriate, and submits the final reports for review and approval.

EJF5. Supports contract termination and closeout activities, including the review and analysis of contract expenditures and any program reports and actions, equipment reconciliation (if applicable), and record disposition according to contract terms. (5%) The Contract Monitor may be required to assist with contract termination and closeout activities as assigned by the Contract Management team. A review and response of contractor related issues and outstanding contractor deliverables, and Contract Monitoring related deliverables, may be requested.

EJF6. Serves/participates on committees or workgroups regarding assigned contract/program area, new departmental statewide initiatives, and redesign of contract related processes. Participates in contract related meetings and documents these meetings by creating formal meeting agendas and minutes for distribution to meeting attendees. (5%) Contract Monitor will be responsible for representing the Contract Monitoring team on project-specific related activities if necessary. Additionally, the Contract Monitor would be responsible for ensuring procedures are followed, specifically, through the use of TeamMate, and documenting work performed adequately. During the annual review of procedures, the Contract Monitor is responsible for assisting in the update of various procedures.

EJF7. Analyzes and reviews financial data, information, and applicable contract terms, state and federal regulations. (20%) Contract Monitor examines and analyzes management operations, internal control structures and systems, and accounting records for reliability, adequacy, accuracy, efficiency, and compliance with legal regulations; reports erroneous or questionable transactions and provides interpretation of technical questions of financial compliance with applicable state and federal statutes and regulations. The Contract Monitor may also recommend changes in business processes, information systems, accounting or management procedures. Additionally, the contract monitor may provide advice on the requirements, liabilities, and penalties of compliance and noncompliance, and recommend improved accounting or management operation systems and controls.

EJF8. Communicates complex contractual issues effectively and efficiently both orally and in writing with internal and external parties to ensure communication is clear, concise, adequate and appropriate at all times. (10%) The Contract Monitor routinely communicates via email and telephone with contractor and HHSC executive and senior level staff to ensure contractor compliance.

EJF9. Acquire and maintain CTCM certification requirements. Research and propose job-related training for approval in order to maintain CTCM certification. (5%) Contract Monitor is required to be CTCM certified and maintain appropriate job-related training each fiscal year based on certification and Contract Monitoring requirements. These trainings will be available via online and live classes. Contract Monitor is responsible for researching and requesting these trainings each fiscal year in an effort to meet their individual training plan requirements.

EJF10. Performs other duties as assigned. (5%) Participates in the training and development of new staff.

 

Knowledge Skills Abilities:
Knowledge of the principles and practices of contract administration and monitoring. Knowledge of fiscal monitoring practices. Knowledge of Internal Controls and Risk Assessment instruments.
Knowledge of contract performance analysis and monitoring procedures. Knowledge of State and Federal laws, rules, regulations, code of federal regulations, policy and procedures relevant to contracts.
Skill in planning and implementing contract monitoring reviews.
Skill in conducting annual contract onsite, desk and billing validation monitoring reviews. Skill in communicating effectively both orally and in writing.
Skill in establishing and maintaining effective working relationships. Skill in operating a personal computer. Skills in time management. Skill in managing multiple tasks and prioritizing assignments in order to meet deadlines. Skill in coordinating monitoring projects with internal stakeholders. Skill in project management.
Ability to identify and analyze contract related issues and propose effective solutions. Ability to interpret and analyze statutes. Ability to analyze, evaluate and summarize contractor records for accuracy and conformance to requirements. Ability to draft clear and concise reports and correspondence regarding monitoring observations. Ability to organize resources to achieve desired outcomes.
Ability to use Microsoft Office products.
 

Registration or Licensure Requirements:
Certified Texas Contract Manager (CTCM) issued by the Texas Comptroller's Office preferred or must be obtained within the first twelve months of employment.  

Initial Selection Criteria:

The candidate must have graduated from an accredited college or university with a degree in Business Administration, Business Management, Finance, or Accounting field. Appropriate contract monitoring experience (i.e. fiscal monitoring) at a Texas governmental agency may be substituted for the required education on a year to year basis based on education requirement. This includes sampling financial data, conducting appropriate tests of financial documentation, and/or generating detailed reports with identified fiscal issues.

The candidate must have a minimum of four years conducting contract monitoring activities including but not limited to examining and analyzing contractor operating internal control structure and systems, interviewing administrative and financial stakeholders, conducting extensive data analysis, and utilizing extensive accounting and financial documentation to determine contractor and agency compliance.
 

Additional Information:
Applicants may not have a history of substantiated fraudulent activity against HHSC or any program it administers.  HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of I-9 Form - Click here to download the I-9 form.