Contract Payment Specialist

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Contract Specialist IV – Contract Payment Operations 

The Contract Payment Operations Contract Specialist IV performs advanced contract payment oversight and fiscal monitoring work for the Substance Use Contract Management Area (SUCMA). This position is responsible for managing financial infrastructure, coordinating payment systems and documentation, resolving payment issues, and ensuring the integrity of financial records across contracting platforms. The position works closely with SUCMA staff, and other partners to develop and maintain structures that support accurate, timely, and compliant contract payments. Work is performed under limited supervision with considerable latitude for initiative and independent judgment. 

Work involves planning and managing a wide range of financial tasks related to contract oversight within the SUCMA. Responsibilities may include initiating requisitions, processing Financial Status Reports (FSRs), maintaining ongoing communication with internal stakeholders regarding requisition and purchase order (PO) statuses, and identifying and resolving claims or invoice discrepancies/issues on a weekly basis. The Contract Specialist IV will collaborate with program staff and other stakeholders, proactively update tracking systems, and ensure budget rosters are accurate, in compliance with agency policy, and in alignment with funding requirements. A strong understanding of state procurement policies, attention to detail, and the ability to work independently are essential. 

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.

 
Essential Job Functions: 

Contract Funding Oversight: Maintains financial infrastructure to track and reconcile contractual and administrative expenditures. Maintains comprehensive contract funding logs and rosters to provide a baseline for funding data across all systems. Coordinates data maintenance with SUCMA, ensures alignment between contract actions and financial records, and contributes to audit readiness and reconciliation activities. Enters, tracks and/or validates requisitions and purchase orders for funding sufficiency and purchase order (PO) line accuracy. Ensures timely PO setup and coding compliance for new contracts and amendments. Coordinates with Bus Ops, PCS, and SUCMA to prevent payment delays. Oversees BHSMS and CAPPS Fin payment activities, including manual processing of vouchers and 4116 forms. Troubleshoots and resolves payment errors such as budget misalignment, negative claim balances, and unencumbered payments. Coordinates corrective actions including expenditure transfers, amendments, and budget program adjustments. (35%) 

Expenditure Reconciliation and Monitoring: Conducts monthly reconciliation of contract expenditures using SCOR, BHSMS, and CAPPS Financials. Resolves discrepancies in contract funding, expenditures, and performance documentation. Collaborates with SACMU and fiscal units to support accurate reporting and contract performance tracking. Reviews submitted invoices and supporting documentation to ensure accuracy and compliance with PCS Policy 353 and the State Prompt Payment Act. Coordinates with contractors and SUCMA to resolve disputed or inaccurate invoices. Tracks issues that require withholding payment due to unsupported or ineligible costs. (25%) 

Closeout Financial Documentation: Coordinates closeout of contracts by reviewing final expenditure reports and resolving payment errors. Ensures timely closure of POs. Coordinates recoupments for overspending, etc. (15%) 

Technical Assistance and Stakeholder Support: Provides guidance to contractors and CMUs on contract payment procedures, invoice accuracy, and resolution of payment errors. Develops and shares documentation and tools to ensure compliance with state and agency financial processes. Supports improvements in payment operations across contract units. (15%) 

Other Duties as Assigned: Participates in disaster response and Continuity of Operations (COOP) activities as required. Supports unit objectives through special projects and initiatives as assigned. (10%) 

 
Knowledge, Skills, and Abilities: 

• Knowledge of state and federal regulations governing contract payments, budgeting, and financial reporting. 
• Skill in reviewing and reconciling financial data and identifying payment issues. 
• Skill in written and oral communication, particularly as it relates to technical financial topics.  • Ability to collaborate across multiple departments and coordinate corrective actions. 
• Ability to use financial systems and software including CAPPS Financials, SCOR, BHSMS, and Microsoft Excel. 
• Ability to interpret and apply contracting policies, financial procedures, and reporting requirements. 

 
Registration or Licensure Requirements: 

Certified Texas Contract Manager (CTCM) certification required within 12 months of hire. 

 
Initial Selection Criteria: 

• Experience in contract administration, payment processing, financial reconciliation, and fiscal oversight. 
• Experience in BHS contract funding processes and familiarity with CAPPS Financials, BHSMS, and SCOR. 
• Experience collaborating with multidisciplinary teams on fiscal or operational projects.  

• Experience in technical writing, data and documentation organization, and communication. 

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.