Contract Specialist IV

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Brief Job Description:

The Contract Specialist IV performs advanced contract procurement, contract development, and contract management duties from initial conceptualization to contract execution and closeout, while adhering to contract compliance policies and procedures.

Work involves coordinating with various departments such as Intellectual and Developmental Disability (IDD) Program Services teams, Procurement and Contracting Services (PCS), legal, other HHSC staff, and external stakeholders.

In addition, the Contract Specialist IV position manages invoicing and payment processes for certain contracts, performs data analysis, tracks contract expenditures and productivity, and monitors compliance, service provision, and other programmatic requirements. The position may also serve as subject matter expert in assigned workgroups and other contract activities.

Work involves minimal supervision, with considerable latitude for the use of initiative and independent judgment related to contracting tasks. Performs other duties as assigned to meet the mission and goals of the IDD Contract Management Unit (CMU).

Essential Job Functions (EJFs):

In coordination with peers, manages invoicing and payment processes for some CMU contracts in compliance with statute, agency policy and CMU policy. This function includes tracking receipt of invoices, reviewing invoices and negotiating corrections, if necessary. Coordinates with the budget team, programmatic team, accounts payable, and leadership to ensure prompt payment (30%)

Manages some of IDD Services’ contracts, from contract execution to contract closeout, including contract renewals and amendments.  Duties will include completing risk assessment, monitoring deliverables, performance monitoring, communicating with contractors on behalf of HHSC, sanctions, and more.  May conduct desk and/or on-site contract monitoring reviews. May analyze contract funds utilization to determine contract action and recommend funding reallocation. Contract management duties will require use of SCOR and CAPPS FIN, along with other programs. (25%)

Develops contracts, from conceptualization to contract execution, including contracts procured competitively or via direct award, MOUs, MOAs, or any other contract IDD Services may need. This position may lead CMU coordination of procurement projects, and/or act as liaison to PCS for procurements. Responsibilities include having primary responsibility for procurement project management, adherence to timelines, and improving overall procurement outcomes. These duties require collaboration with programmatic partners, leads and management, PCS, legal, and IDD leadership. (25%)

Communicates with HHSC staff, internal and external stakeholders, peers and managers, IDD leadership, PCS, budget, legal, and others.   (10%)

Develops and maintains contract compliance policies, procedures, standards and manuals to adequately support timely responses to information requests. Develops and maintains procedures to ensure accountability and documentation related to performance measures and contract management (5%).
 

Other duties, workgroups, special projects, and administrative functions as assigned (5%).

Knowledge, Skills and Abilities (KSAs):

Knowledge of state and federal laws, regulations, policies, rules, and requirements, and specific knowledge of local, state, and federal laws relating to IDD services and contract management/administration.
Knowledge of business processes, process improvement, contract management/administration systems, and contract management/administration processes.
Knowledge of State government organization, administration, management, and operating practices
Knowledge of principles and practices of public administration and state contract management practices.
Knowledge of the IDD services delivery system.
Knowledge of computer software applications.
Skill in writing complex documents/reports, regulations, policies, and procedures.
Skill in project management.
Skill in problem solving and conflict resolution.
Skill in analyzing/interpreting large and complex data sets, and writing complex documents/reports, policies, and procedures.
Skill in managing multiple and competing priorities.
Skill in organizing and presenting information effectively, both orally and in writing, to individuals at all levels both internally and externally.
Skill in providing leadership in a team environment.
Skill in organizing tasks and projects.
Skill in assessing and evaluating services, and recommending improvements.
Skill in use of computer software including, but not limited to, CAPPS Financial, SCOR, ARTS, Excel, or other governmental financial, contract management or human resources applications.
Ability to present information clearly, concisely, and effectively to a variety of audiences, verbally and in writing.
Ability to build, establish, and maintain effective working relationships with a variety of groups and entities.
Ability to evaluate the performance of staff or contractors responsible for providing services.
Ability to implement and balance change and lead cross-functional/inter-disciplinary teams to design and deploy new or improved work processes.
Ability to gather, assemble, correlate, and analyze facts/data/systems/financial information.
Ability to establish goals and objectives while working independently and delivering results in an environment of complex organizational interactions and competing demands on staff resources.
Ability to make independent and sound technical decisions and analyze new situations when encountered.
Ability to learn and use sophisticated software/applications as necessary to successfully perform duties and assignments.
Ability to interpret and apply federal and state statutes, as well as, agency rules, and policies in the development of guidelines, policies, and procedures.
Ability to organize workload and set priorities.  

Registrations, Licensure Requirements or Certifications:

Certified Texas Contract Manager (CTCM) or secure within 6 months of hire.  

Initial Screening Criteria:

Graduation from an accredited four-year college or university.

Two years of experience working in state or federal programs in areas such as compliance monitoring, contract management, or contract development.

Additional Information:

This position is eligible for telework consistent with HHSC telework policy, which is subject to change.  Employees may be required to work in the office one or more days a week.

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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