Contract Specialist V

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.

Brief Job Description:

The Texas Health and Human Services Commission (HHSC) Access and Eligibility Services (AES) division 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 and allow individuals to remain in their communities and promote economic and personal self-sufficiency. AES is built on its core values of respect, ownership, collaboration, and integrity. 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; crating 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 effective communication skills, a positive attitude, strong work-ethic, and a desire to help others.

The Texas Health and Human seeks highly qualified candidates to fill the Contract Specialist V position within Access and Eligibility Services (AES), Office of Administration (OA) Division. Under the supervision of the OA Community Access Contract Administration Manager, the Contract Specialist V is the primary liaison representative serving as the single point of contact for all contract accountability activities between the State and grantees/contractors. The Contract Specialist V performs highly complex tasks and advanced consultative and technical tasks related to the development, oversight, interpretation, coordination for the enforcement of Health and Human Services (HHS) grants, Memorandums of Understanding (MOU) and Interagency Cooperation Contracts, Memorandum of Agreement (MOA), Intra-agency Transfer of Federal Funds (IATFF) agreements, Letters of Instruction, and other contracts as assigned. Manages assigned client service and support grants, contracts, and agreements throughout the contract lifecycle from procurement to closeout and vendor performance reporting. Provides leadership and support in procurement activities, contract management and oversight, contract development, performance monitoring, solicitation development, budget reviews, and review and approval of invoices for reimbursement of expenditures. Position interacts routinely with HHS divisions and management, grantees/contractors, other stakeholders, organizations, and other state agencies. This position serves as subject matter expert in assigned workgroups and other contract-related activities. Participates and oversees the development of grant/contract activities. Initiates or facilitates contract actions including, but not limited to requisitions, contract renewals, amendments, extensions, and terminations within established protocols, and providing technical assistance. Other responsibilities include conducting risk assessments, overseeing and managing contracts requiring enhanced monitoring, overseeing of corrective actions and productivity improvements, participating in monitoring expenditures for contracted state and federal funds; ensuring grant match attainment, as applicable; supporting monitoring of compliance with service provision and fiscal and program requirements; developing contracts and amendments; directing and coordinating critical data requirements and providing data analysis related to contract performance. This position also requires broad working knowledge of different contracts, programs, and projects. Maintains records and reports on grantee/contractor performance, provides information on barriers and risks to goal attainment. Works under minimal supervision with considerable latitude for the use of initiative and independent judgment. Participates in other Contract Management activities as assigned.

Essential Job Functions (EFJs):

Attends work on a regular and predictable schedule in accordance with HHSC leave policy and performs other duties as assigned. Supports, ensures compliance with, and behaves in a manner that reflects the AES values in support of the AES mission and vision. Performs other duties as assigned and necessary. 

EJF1: Provides advanced technical knowledge related to contract management and program performance. Facilitates the development of the Budget Roster for annual funding encumbrances. Facilitates amendments to contracts within established protocols. Performs comprehensive contract and record management for assigned grants and contracts. Develops policies and procedures related to procurement and contract management activities. Maintains grantee/contractor files ensuring accessibility of contract records. Ensures all contract closeout activities are performed according to HHSC policy. Determines the effectiveness of grantee/contractor operational and contractual compliance by developing and utilizing a standard set of assessment tools. Informs OA management and AES leadership of significant contractor noncompliance and performance issues and provides recommendations for contract actions and remedies. Participates and oversees the development of grant/contract management activities such as, facilitating planning meetings, developing timelines and contract documents, including amendments and renewals, interpreting federal rules and regulations, and providing technical assistance. (25%)

EJF2: Develops and maintains procedures to ensure accountability and documentation related to performance measures and contract requirements. Completes analysis of grantee/contractor performance by synthesizing performance reports, program and fiscal monitoring reports, technical assistance and training documentation, and other pertinent data as it relates to grantee/contractor performance. Oversees and administers enforcement of sanctions for grantees, including but not limited to the recoupment of funds, assessing penalties, withholding partial or full payments, and suspension or termination of the grant/contract. Monitors correction action plans with other division staff and conducts follow-up activities to ensure plans are implemented and improvements are sustained. Participates in program and fiscal monitoring activities conducted for grantee/contractor accountability and compliance with the programmatic and contractual requirements. Completes assigned monitoring oversight activities within assigned times and in accordance with the contract, state rules, federal regulations, and program guidelines. Participates in workgroups, meetings, special projects, and tasks as assigned. (25%)

EJF3: Establishes and maintains effective collaborative working relationships and communications with HHS staff, and other internal/external stakeholders, and provides timely responses to inquiries and requests for information. Consults with internal staff to resolve problems, identify needs, and resolve contract related matters. Communicates with supervisor, OA management, and AES leadership in a timely manner regarding problematic situations and applies proper judgment to ensure appropriate action taken. (20%)

EJF4: Oversees the coordination of procurement-related activities including, but not limited to kick-off and pre-solicitation meetings, weekly meetings, developing and editing procurement documents, leadership briefings, vendor conferences, addressing procurement questions, post award conferences, team briefings, procurement evaluation, and solicitation and award recommendation approvals. Coordinates and leads all phases of the procurement process. Leads the development of procurement and contract documents and procurement-related tools. Ensures procurements follow establish HHS and state rules, standards, and timelines. Responsible for contract formation for awards resulting from the procurement. Prepares all required procurement and contract forms are completed for each contract. Coordinates closely with internal staff to ensure contracts resulting from procurements contain appropriate program and legal requirements and are completed in a timely manner. (10%)

EJF5: Consults and communicates, individually or collaboratively with grantees/contractors, community stakeholders, state and local authorities involved in the service delivery system to identify needs, resolve problems, monitor, and discuss the effectiveness of programs and services. Coordinates or prepares correspondence responses related to grantee/contractor issues, inquiries, requests, or required actions associated with the contract. Coordinates correspondence or requests concerning grantees’ functions and activities with other divisions and other state agencies, as needed. Prepares presentations, materials, and agendas and facilitates meetings and technical assistance calls with grantees/contractors. (20%)  

Knowledge, Skills and Abilities (KSAs):

Knowledge and understanding of the contract lifecycle. Knowledge of the principles and practices of contract management and contract administration. Knowledge of contract performance analyses and monitoring procedures. Knowledge of contract management, performance and deliverables management, contract monitoring, risk assessments, and reporting. Knowledge of state and federal laws, rules, regulations, policies, and procedures relevant to contracts. Knowledge and understanding of program or project budgets.Skills in time management. Skills in project management. Skills in developing and delivering presentations. Skills in effective oversight including organization, planning, development and implementation of contract management systems and processes. Skills in operating personal computers and in using applicable software, including Microsoft products with emphasis on the use of Word and Excel, PowerPoint, SharePoint, Teams, and other similar meeting platforms. Strong ability to write and edit correspondence, memoranda/ reports, and performance requirements related to contracting. Strong ability to communicate effectively both orally and in writing. Strong ability to recommend applicable corrective actions, to and monitor and evaluate performance based on contracting knowledge and expertise and recommend applicable remedies and corrective actions. Strong ability to organize and present information effectively, both orally and in writing. Ability to communicate with internal and external stakeholders. Ability to develop and maintain strong collaborative working relationships. Ability to lead or facilitate workgroups. Ability to multi-task and work in a fast-paced and deadline-oriented environment. Ability to lead projects to completion in a timely manner. Ability to lead, manage, and coordinate procurement activities. Ability to prepare administrative reports and special project reports. Ability to evaluate and summarize reports comprehensively and accurately. Ability to interpret policies and develop effective operating procedures. Ability to interpret state and federal laws, rules, regulations, and policies and procedures relevant to grants and contracts. Ability to provide technical guidance to internal and external stakeholders as needed. Ability to identify and analyze problems and propose effective solutions. Ability to analyze problems and processes and make solution-driven decisions to improve overall departmental operations.  

Registrations, Licensure Requirements or Certifications:

Must possess a current and valid Certified Texas Contract Manager (CTCM) certification issued by the Texas Comptroller's Office or obtain the certification within 12 months of hire. 

Initial Screening Criteria:

Graduate from an accredited university or college with a bachelor's degree. Applicants without a degree may substitute experience on a year for year basis.A minimum of three years of experience, primarily in the areas of contract management, contract administration, grant management, contract monitoring, procurement, program or project management is preferred.

Experience in operating personal computers and in using applicable software, including Microsoft products with emphasis on the use of Word and Excel, PowerPoint, SharePoint, Teams and other similar meeting platforms.

Additional Information:

All employees hired under this job posting are 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 business needs. Alternate work schedules are not guaranteed.

Applicants may not have a history of substantiated fraudulent activity against HHSC or any programs it administers. Applicants who have a non-fraud over payment with an outstanding balance must agree to repay the over payment balance as a condition of employment. 

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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.