Director of IT Contract Management

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Job Description

The director of IT Contract Management reports to the director of IT Acquisition and Policy Operations. The position performs highly advanced (senior-level) oversight, guidance, strategic direction and decision-making regarding contract administration work, including the execution, administration, monitoring, and closeout of contracts. Many of these contracts are large in scope, have a high degree of complexity, support mission critical systems, and have maximum potential contract values ranging up to hundreds of millions of dollars. Work involves oversight, guidance, strategic direction, and decision-making regarding negotiating, developing, executing, assessing, evaluating, and monitoring of IT contracts. Work involves providing technical support for a wide range of information technology contracts. The position oversees quality assurance activities for IT contracts. The position oversees the success of both new and amending contracts. The position ensures HHSC leadership understands and authorizes the contract terms. The position oversees and makes decisions regarding negotiation strategies, approves contract documents, and performs quality assurance activities to ensure policy compliance in processing of IT contracts. The position resolved complex issues pertaining to IT vendors and contracts and facilitates strong vendor relationships in accordance with policy and ethical standards. The position provides guidance and strategic direction in the development of contracts and amendments based on provider resources, services required, information supplied by respondents, and related procurement specifications. The position oversees coordination with HHSC PCS and HHS system agencies regarding procurement and contract activities. The position interprets federal regulations, state statute, agency administrative rules, and policies. The position oversees reviews of contractor invoicing, fiscal data, and contract monitoring for compliance with contract terms and HHS system and IT division policies and processes. Ensures contract managers are verifying that contractors are meeting HHSC' performance expectations and mitigates concerns. Works under limited supervision, with extensive latitude for the use of initiative and independent judgment.

Essential Job Functions

1. (30 Percent) Oversight for Contract Management Activities: Oversees the development and management of complex IT contracts, some exceeding $100 million, providing a broad range of services across multiple HHS organizational areas. Oversees and provides guidance, strategic direction and decision-making regarding the investigation and resolution of discrepancies, complaints, or disputes, negotiation of settlement agreements, and termination of contracts.  Provides guidance and strategic direction on contract budgets and budget allocations for proposed contract agreements, collaborates with management to coordinate and monitor budget allocations, as well as direction and approval on proposed alternatives when appropriate.
2. (30 percent) Oversight for Quality Assurance: Oversees quality assurance activities regarding contract processing, management, and administration and oversees development of contracting quality assurance activities. Oversees and approves technical reviews of contracts and related amendments verifying contract data meets performance, legal, and fiscal requirements described in the contract. Uses internal quality review tools to review and evaluate compliance with contract management and administration criteria. Oversees and verifies through quality control processes the maintaining of documentation in each contract file, as well as oversees and verifies the monitoring of contract performance by examining billings, fiscal data, performance, and eligibility determinations for compliance with contract terms. Oversees automated databases to plan, track and complete required contract activities and verifies through quality assurance processes that complete and thorough records are uploaded to the contract management database. Maintains a reprocurement plan to ensure reprocurement efforts start on time to avoid gaps in services, unencumbered payments, or bridge extensions.
3. (20 percent) Leadership and Strategy: Oversees and provides strategic direction, including the approval of strategies and goals for the management and administration of IT contracts. Oversees and approves the planning, developing, and conducting of presentations. Oversees preparation of and approves correspondence and reports according to designated procedures. Represents the HHS system at contract planning sessions, committees, work groups and meetings. Serves as a liaison between HHS agency leadership, division leadership, contractors, stakeholders, HHSC PCS, legal and customers. Reviews and analyzes legislation related to purchasing, including tracking legislative bills and assisting with bill analysis. Serves as division subject-matter-expert for executed contract content and requirements.
4. (10 percent) Procurement and Contracting Regulations and Policy: Interprets federal regulations, state statute, state administrative rule, HHS system policy and operating procedures, and IT division policies and processes to achieve maximum success toward agency goals. Oversees development of and approves contract management and administration policies, processes, and procedures. Responds to internal and external inquirers and public information requests.
5. (10 percent) Performance: Provides oversight, guidance, strategic direction and approvals pertaining to the monitoring the performance of contract management and administration. Oversees development of vendor performance and management documents as necessary. Completes appropriate reports and documentation related to contract planning and tracking. Completes ad hoc reporting requests with a high degree of accuracy. Oversees the development and training of staff regarding contract management roles and responsibilities. Approves reports of statistical information related to program contracts ensuring data entries accurately reflect the status of contract activity.

Knowledge, Skills, and Abilities

• Advance knowledge in leadership
• Advance knowledge in information technology
• Advance knowledge of procurement and contract management and administration principles, policies, and procedures
• Advance knowledge of negotiation strategies and techniques, of contract administration and cost monitoring for large scope or high-dollar value contracts; of systems and procedures used to evaluate vendor’s performance; and of local, state, and federal laws and regulations relevant to the administration of state funds
• Skill in handling multiple projects, manage competing priorities, and meeting tight deadlines 
• Skill in conflict resolution and contract negotiations 
• Skill in communicating effectively both verbally and in writing 
• Ability to lead staff
• Ability to gather, assemble, and correlate data 
• Ability to exercise sound judgment in making critical decisions to analyze complex information and develop plans
• Ability to interpret complex data
• Ability to interpret and apply policies, procedures, and regulations
• Ability to evaluate material data for reasonableness, necessity, and conformity with contract requirements

Registration or Licensure Requirements:
Certified Texas Contract Developer and Certified Texas Contract Manager, or ability to attain required certifications within 8 months of hire.

Initial Screening Criteria
Experience leading procurement or contracting workforce members in the public sector for at least 3 years. Experience with Information Technology procurements or contracts preferred.

Additional Information
• Selected candidates must be legally authorized to work in the U.S. without sponsorship.
• Selected candidate must be willing to work from an HHS office located in Austin, designated by the hiring manager.  
 

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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.