Contract Specialist II

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:

Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people’s lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of teamwork? HSCS is dedicated to building an atmosphere where employees feel valued and supported while providing specialized care for Texans in need. HSCS is comprised of nine psychiatric hospitals, one youth residential treatment facility, and thirteen state supported living centers. The psychiatric hospitals are a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. They provide state-of-the-art treatment that is recovery-oriented and science-based. If providing hope and healing through compassionate, innovative, and individualized care interests you, we welcome your application for the position below.

Under the general supervision of the HSCS Regional Contract Manager, performs complex journey level consultative contract services and technical assistance to administrative support departments and programs of the facility to accomplish the HSCS Facilities missions, including providing critical services to individuals and agency operations.  Consults with State Office Business Management Contract Team.  Collaborates with legal division as required and with procurement staff during the procurement/contracting process. Provides oversight to facility contract managers and subject matter experts (SMEs). Work includes gathering, analyzing & disseminating information for contract management requirements.  Directly involved with CAPPS Financials and System of Contract Operation and Reporting (SCOR).  Serves as Contract Administrator to provide guidance, assistance and support to all facility Contract Managers/SMEs, program staff involved in the contract process, governmental agencies, community organizations and/or to the general public.  Work involves planning, developing, and implementing agency contract management requirements based on state law, procurement processes/procedures, and internal division policies and procedures.  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.

Performs other duties as assigned. Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.

Essential Job Functions (EJFs):

Serves as a liaison to staff to explain and provide technical assistance on program specifics and requirements for facility level Contracts, Amendments, and Renewals to include but not limited to Memorandum of Agreements (MOA), Memorandums of Understanding (MOU), Interagency, Interlocal, Open Enrollments and Revenue Contracts.  Reviews all steps for compliance with established policy and procedures. Consults with legal counsel on all contract types as required. Consults with State Office Business Management Contract Team for guidance or interpretation of policy and procedures relative to contract management.  Provides oversight to facility contract managers (CMs) and subject matter experts (SMEs) in the contracting process, from initiation of the contract to completion and close out. Manages/drafts contracts as per policy. 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 into CAPPS Financials to start the procurement process; receiving applicable approvals via routing processes; serves on evaluation teams.

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. 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 specific, time-bound, performance measures and requirements to ensure contractor accountability when involved in procuring new contracts.

e. Informed and involved throughout all stages of the contract lifecycle to ensure successful contract outcomes.

f. Verify completion and validate data entry into SCOR Contract Detail sub-module from CAPPS (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.

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

g. Maintains thorough and up-to-date documentation as required in SCOR; uploads Executed Contract, Amendments, Risk Assessments, Contractor Performance Evaluations, Monitoring when applicable, and Contract Close-Out including Vendor Performance Tracking; Administers contract changes.

h. Monitors contractor performance per assigned contracts or requests contractor performance documentation from CM/SMEs; enters results into SCOR; assists in the dispute resolution process; provides reports as needed.

i. Reviews and/or records deliverable status into SCOR Deliverables sub-module when applicable;

j. Elevates issues to management, State Office Business Management Contract Team, Legal and PCS-Contract Oversight whenever there is a deficiency with the contractor's performance, in a timely manner.

Knowledge, Skills and Abilities (KSAs):

Knowledge of contracting and procurement regulations, of negotiating contracts, of developing contracts, of business administration and accounting principles and practices, and of policies and procedures of contract management. Must be able to manage and draft contracts per policy.

Knowledge of local, state, and federal laws related to Procurement and Contract Management, to write and edit contract requirements and specifications; to communicate effectively; and to negotiate features of a contract. Knowledge of administration and management techniques; of statistical analysis processes; of budget processes; of training techniques; and of program management processes and techniques.

Skill in identifying measures or indicators of program performance and in operating computers and applicable software.

Ability to gather, assemble, correlate, and analyze facts; to devise solutions to problems; to prepare reports; to develop, evaluate, and interpret policies and procedures; to communicate effectively; and to train others.

Must be able to complete Continuing Education Units required to maintain CTCM certification.

Registrations, Licensure Requirements or Certifications:

Current Certified Texas Contract Manager (CTCM) certification required or the ability to obtain CTCM certification within 12 months of hire and maintain certification.

Initial Screening Criteria:

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

Experience in procurement, contracting or accounting. Experience with local government or state business operations is preferred.

Additional Information:

Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aid, Medication Aide and Employee Misconduct, List of Excluded Individuals/Entities (LEIE). Males between the ages of 18-25 must be registered with the Selective Service.

All applicants must be at least 18 years of age to be considered for employment at a state-operated facility. Waco Center for Youth applicants must be 21 years of age.

Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours.

Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required. According to the Centers for Disease Control and Prevention, healthcare workers are at significant risk for acquiring or transmitting hepatitis B, measles, mumps, rubella, varicella (chicken pox), tetanus, diphtheria, pertussis (whooping cough), and influenza. All these diseases are vaccine preventable. As a result, state hospital policy requires employees be vaccinated according to their level of contact with individuals. In the event you choose to not be immunized for the influenza virus, you may be required to wear a mask and take other protective measures.

Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.

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.