Contract Specialist IV

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Brief Job Description:

The Contract Specialist IV performs advanced contract management, administration, and oversight to support agency operations. Responsibilities include developing solicitations, negotiating contracts, evaluating bidders, conducting risk reviews, quality management activities, and ensuring compliance with legal and regulatory requirements. The role involves monitoring contractor performance, analyzing expenditure data, and enforcing contract terms.

Additionally, the Contract Specialist IV provides guidance on contract policies, interacts with internal and external stakeholders, and ensures high-quality customer service. The position requires strong analytical skills, problem-solving abilities, and a commitment to continuous improvement in contract administration.

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

This position is eligible for a hybrid work schedule, with a combination of in-person and remote work; subject to change based on policy or agency determination.

Works under minimal supervision with considerable latitude for the use of initiative and independent judgement.

Essential Job Functions (EJFs):

Performs contract quality assurance that includes reviewing contract data for completeness, appropriateness, discrepancies, and accuracy. Evaluates accuracy of contract documents, data, and accepts approval for various types of contract operations and other contracts. Maintains contract files, enters data in spreadsheets/systems and/or SharePoint, process requisitions for contracts, and maintains centralized filing structure. Research contract data, requirements, remedies, terms and conditions, and other provisions related to contracts. (20%)

Conducts monthly/quarterly deliverable reviews and risk assessments. Reviews and evaluates budget data for reconciliation and compliance. Ensures adherence to performance requirements through contract deliverable oversight. May participate in reviews of specially funded projects and monitors contracts for compliance. Conduct desk/onsite contract monitoring reviews. Performs written and oral communication with contractors. Assists with the delivery of financial and programmatic technical assistance and training. Provides guidance to internal and external customers regarding contract administration, policies, and procedures. Identifies training needs and determines how training should be conducted. (20%)

Develops and maintains procedures to ensure accountability and documentation related to deliverables and contract management. Coordinates resolution of contractor issues, communicates to appropriate contractor and agency staff, and ensures implementation and resolution of contract issues. Ensures all contract closeout activities are performed according to HHSC policy. (15%)

Initiates/facilitates new contracts, contract renewals, amendments, and terminations to contracts within established protocols. Facilitates executions of contracts and amendments to contracts within established protocols. Works collaboratively with various groups and departments on the procurement of needed services. May serve as department/division liaison with HHSC Procurement and Contracting Services. Participates in procurement application reviews, develops contract documents, and review budgets (15%)

Maintains project plan of contract progress and summary reports that provide current and historical data. Generates and prepares reports for overall contract development and management, internal and external information requests, and prepares and distributes responses/feedback concerning contract status. Ensures timely review and response on all correspondence, including supporting documentation. Collects information and prepares legislative and/or management responses as directed by leadership. Prepares management reports, correspondence, summary reports and analysis of data/monitoring activities to write required reports. Develops, coordinates, and adheres to policies, procedures, and guidelines for programs within the agency in relation to contract management. Represents Contract Operations at planning sessions, committees, workgroups, and meetings. (15%)

Provides high-quality customer service to external and internal customers by prompt responses to inquiries. Coordinates with contractor for voucher corrections and adjustments when appropriate. Acts as liaison to program and other agency staff regarding program specific supporting documentation corrections and adjustments. Takes the initiative to solve problems, exercising flexibility, and continuing to seek improvements within the contracting unit and program areas. Maintains contract expenditure reports, enters data into contractor database, and maintains centralized filing structure. Assists in developing and maintaining contract compliance and administration policies, procedures, standards, and manuals to adequately support timely responses to information requests. (15%)

Knowledge, Skills and Abilities (KSAs):

Knowledge of:

• Auditing principles, process improvement, and quality management.
• The State of Texas contracting practices and principles, including budgeting, administration and other financial policies and procedures.

Skill in:

• Time management, managing projects and prioritizing competing tasks.
• Problem solving and conflict resolution.
• Communication, including the effective organization and presentation of information, both orally and in writing.
• Preparing written reports in a clear and concise manner including data analysis.
• Analyzing and solving problems and making recommendations affecting overall contracting activities; and comprehensively and accurately evaluating different types of administrative reports.
• Providing leadership in a team environment; communicating on issues and coordinating oversight across multiple cross-functional divisions.
• Effective oversight to include planning, development and implementation of systems and processes.
• Operating personal computers and in using applicable software, including Microsoft products with emphasis on the use of Excel, SharePoint, and Visio.

Ability to:

• Analyze and solve problems, to make decisions affecting overall departmental operations, and comprehensively and accurately evaluates reports.
• Perform and prioritize multiple tasks, assignments, and projects.
• Develop and maintain strong working relationships, and lead or facilitate workgroups/meetings.
• Evaluate contracts and recommend future status; to interpret policies, procedures, and regulations; to evaluate fiscal data for reasonableness, necessity, and conformity with contract requirements; to write and edit contract requirements and specifications; to negotiate features of a contract; and to communicate effectively.

Registrations, Licensure Requirements or Certifications:

Certified Texas Contract Manager

Initial Screening Criteria:

Graduate from an accredited four-year college or university. Experience and education may be substituted for one another.

A minimum of two years' direct experience in contract monitoring, fiscal monitoring, and contract management principles.

Additional Information:

Individuals selected for the interview will provide work samples. Only applicants who are interviewed will receive written notification of selection results.

You must meet the minimum initial screening criteria to be considered. You should not apply if your submittal documents do not clearly reflect experience meeting the initial screening criteria.

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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