Contract Specialist - Maintenance and Construction

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage.

Functional Title: Contract Specialist - Maintenance and Construction 
Job Title: Contract Specialist III 
Agency: Health & Human Services Comm 
Department: Maintenance & Construction 
Posting Number: 7408 
Closing Date: 08/06/2025 
Posting Audience: Internal and External 
Occupational Category: Business and Financial Operations 
Salary Group: TEXAS-B-20 
Salary Range: $4,263.16 - $6,779.25 
Pay Frequency: Monthly
Shift: Day 
Additional Shift:  
Telework:  
Travel: Up to 10% 
Regular/Temporary: Regular 
Full Time/Part Time: Full time 
FLSA Exempt/Non-Exempt: Nonexempt 
Facility Location:  
Job Location City: AUSTIN 
Job Location Address: 909 W 45TH ST #633 BLDG 3 
Other Locations:  
MOS Codes: 3006,3044,8640,310X,36A,36B,51C,60C0,62S0,63G0,63S0,64PX,651X,6C0X1,751X,FIN10,LS,LSS,SEI16,SK,F&S 
 
 
 

Performs highly complex (senior-level) contract management work for the Maintenance and Construction Department of the Health and Specialty Care System. Work involves developing and evaluating a broad range of contracts, including contracts for architectural, engineering, and construction/remodeling services; responsible for defining requirements/statement of work, developing and monitoring contracts for HSCS and Facilities. Provides quality control and oversight for contract activities, payment activities and contract close out. Trains others involved in the Contract Lifecycle process. Must comply with statutes, rules, and policies related to HHS programs and contracts. Works independently for the use of initiative and independent judgment.

Task 1) Must complete contract management responsibilities to include:

a. Writing well-defined Statements of Work with input from stakeholders when involved in procuring new contracts; prepares specifications for requests for bids; ensuring requisitions are entered Health and Human Services Centralized Accounting and Payroll/Personnel System (CAPPS) to start the procurement process; receiving applicable approvals via routing processes; serves on evaluation teams as required;

b. Ensuring all applicable state and federal rules and regulations, HHS and agency policy, and the terms and conditions of the contract are adhered to;

c. Must be well versed in contract terms, including its purpose, scope, requirements, deliverables, and milestones to ensure the contractor is held accountable for timely performance;

d. Establishes performance measures with Program (Subject Matter Expert) SME to ensure contractor's performance can be monitored.

e. Must be informed and involved throughout all stages of the contract lifecycle to ensure successful contract outcomes.

f.  Serves in liaison role to staff to provide direction and technical assistance as required. (30%)

Task 2) Must complete contract management responsibilities to include:

a. Verify completion and validate data entry into System of Contract Operation and Reporting (SCOR) Contract Detail sub-module from CAPPS (purpose, term dates, not to exceed amount, Vendor name, address and TIN), completes Baseline Risk Assessment in SCOR and uploads contract documents into the SCOR Contract History or Documents sub-module within 60 calendar days from contract effective date; Maintain official contract record including accurate and timely SCOR data entry and document uploads as required;

b. Required to enter additional fields in SCOR: Division, Department, Section, Contract Manager, Lead Contact; adds Facility Code in "Other Subject Field" in front of description;

c. Maintains up-to-date documentation as required in SCOR; uploads Executed Contract within established policy timeframe, Amendments, Risk Assessments, Contractor Performance Evaluations, monitoring when applicable, and Contract Close-Out including Vendor Performance Tracking; Administers contract changes as required;

d. Monitors contract performance by examining financial billings, terms and determinations for compliance of contract requirements. Monitors legal & regulatory requirements pertaining to contracting. Evaluates expenditure data and completes financial tracking requirements per policy. Monitors contractor performance per assigned contracts or requests contractor performance documentation from SMEs; enters results into SCOR; assists in the dispute resolution process as needed; provides reports as needed or requested. (30%)

Task 3)    Provides support and collaborates with the Program SME for invoice payment and processing; SME must review invoices confirming work performed, dates of service, applicable costs, and provide approvals to pay. All processes are accomplished effectively and efficiently and within timeframes to ensure payments are made promptly to avoid interest payments per comptroller rules.  Provides monthly reports and training to SME to ensure compliance with policies/procedures and contract remains within established/approved Not-To-Exceed Amounts. Notifies SME when expenditures reach 90% of NTE amount to determine if a requisition is needed to add funds and/or an amendment when applicable. (20%)

Task 4) Responsible for Vendor Performance Tracking of assigned Contracts and TPO’s $25,000 and above within timeline defined by policy and to include exceptional or poor vendor performance when under $25,000. Elevates issues to management, State Office Business Management Contract Team, and Legal whenever there is a deficiency with the contractor's performance keeping management informed of said situations.  (20%)

Knowledge, Skills and Abilities (KSAs):

Knowledge of: state procurement and contract management requirements, regulations, and best practices; of negotiating contracts; of developing contracts; of business administration and accounting principles and practices; and of policies and procedures of contract management.

Skill in: the use of a computer and applicable software.

Ability to: to 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:

Requires certification as a Certified Texas Contract Manager (CTCM) within 12 months of employment. Must maintain CTCM certification during employment by obtaining required CEUs.

Initial Screening Criteria:

1.     Experience in procurement, contracting or accounting. Prefer experience in professional services contract management or in managing construction/renovation contracts.

2.     Experience with local, state, or federal contracting operations of a public entity is preferred.

3.     Graduation from an accredited four-year college or university with major course work in business management or field relevant to assignment preferred. Experience and education may be substituted for one another on a year for year basis.

Additional Information:

Position Location: This position will be responsible contracting of architectural, engineering and construction services for projects across the state of Texas, potential assignment headquarters may be designated at any of the Health and Specialty Care facilities (State Hospital or State Supported Living Center) or in Austin at the State Office.

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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.