IDPS Contract Specialist

Dept of State Health Services - Austin, TX

Full-time | Contract
Under the direction of the Infectious Disease Prevention Section (IDPS) Manager IV, the contract specialist will work closely with the Contract Management Section (CMS), Emerging and Acute Infectious Disease Unit (EAIDU) Director, Zoonosis Control Branch (ZCB) Manager and the IDPS Financial Analyst to coordinate and/or develop solicitations, statements of works, and amendments of specific IDPS contracts using programmatic knowledge of state and federal rules, laws, procedures, and goals to accomplish intended activities. Liaise with CMS, IDPS Financial Analyst, Federal Coordination Management Branch (FCMB), and IDPS Program staff. Provide consultative services and technical assistance on planning, developing, and approving deliverables and budgets from Local Health Departments and other contractual entities.

Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

(40%) Coordinate with CMS to have monthly contract vouchers paid based on proper funding information. Verify allowable cost in the Statement of Work as compared to submitted invoices. Coordinate with IDPS Financial Analyst, Senior Grant Coordinator, CMS, and IDPS program staff regarding spending trends to address at-risk budget categories for lapsing funds. Perform monthly and quarterly reconciliations based on contractor produced Financial Status Reports and B-13A submitted and supporting documentation. Coordinate with CMS to have monthly contracts meetings. Ensure contract-based deliverables are met. Assist CMS with performing desk reviews for Local Health Department contracts. Respond to emails, special requests and assignments from the CMS. Coordinate monthly meeting for contactor questions and requests.

(35%) Manage Contractor Expenditure Tracking Report and disseminate to appropriate IDPS, ZCB, EAIDU and CMS staff. Performs files maintenance for contractor records in a centralized computer drive filing system and update contactor records. Track vacancies of contract funded positions and maintain report for the length of time positions are vacant. Interpret and apply federal and state statutes, regulations, agency rules, policies and procedures and other duties as assigned. Assist EAIDU and ZCB with informing providers of invoicing guidelines and payment processing. Assist in ensuring that the funding is being spent according to statement of work (SOW) on EAIDU and ZCB contracts including tracking on the expenditure spreadsheet for all programs under IDPS. Provide contractual technical assistance to program staff, as needed.

(10%) Coordinate with Senior Grant Coordinator, CMS, Program staff and IDPS Financial Analyst to review and approve categorical budgets. Work closely with IDPS Program staff on contract development tools and fiscal year adds/decreases. Work with IDPS Financial Analyst and CMS staff to research contractual requisitions, purchase orders, and budget errors. Run queries/formulate excel spreadsheets based on query data and analyze Organizational Budget Status Reports. Work closely with program staff and CMS to verify invoices, B-13s and receipt of supporting documentation for approval of contractor invoices for payment. Work with CMS to complete necessary contractor closeouts at the end of each budget period.

(10%) Monitor the SCOR program activities ensuring invoices are progressed timely and completed. Work with the IDPS, EAIDU, and ZCB program staff to approve invoices by assuring proper and complete documentation is submitted for final approval. Perform monthly voucher monitoring in SCOR and consult with IDPS Financial Analyst, CMS, and DSHS Budget staff to make appropriate adjustments as needed.

(5%) Other duties as assigned include, but are not limited to, actively participating and/or serving in a supporting role to meet the agency’s obligation for disaster response and/or recovery of Continuity of Operations (COOP) activation. Such participation may require an alternative shift pattern assignment and/or location.

Knowledge Skills Abilities:
Knowledge of the contract management and development methods, which includes financial, and quality management, process improvement, and serving the customer needs.
Knowledge of state procurement and contract management requirements, regulations, and best practices.
Knowledge of negotiating contracts.
Knowledge of business administration and accounting principles and practices.
Knowledge of policies and procedures of contract management.

Skills in analyzing and evaluating complex federal and state legislation, program, policy, and operations issues.
Skill in identifying measures and indicators of program performance in the use of a computer and applicable software.
Skill in interpersonal relationships, including the ability to work with people under pressure, negotiate among multiple parties, resolve conflicts, and establish and maintain effective working relationships with various level personnel in governmental entities.
Skills in researching, interpreting, and analyzing complex data and policies.
Skill in synthesizing complex information and translating it into clear and concise policy documents.
Skills in communicating verbally and in writing and presenting information publicly.

Ability to manage projects and coordinate workgroups and meetings.
Ability to collaborate and develop effective professional relationships with coworkers and stakeholders.
Ability to prioritize time and manage multiple project deadlines.
Ability to exercise judgment and work independently with minimum supervision.
Ability to work cooperatively in a team environment.

Registration or Licensure Requirements:
Must obtain Certified Texas Contract Manager within a year of position start date.

Initial Selection Criteria:
Graduation from an accredited four-year
college or university with major course work in financial analysis, contract management or business administration with a minimum of 2 years experience in contract management and development methods, which includes financial management, process improvement and state procurement procedures.

Additional Information:
An in-basket exercise will be required at the time of the interview.

Note: Must be legally authorized to work in the U.S. without sponsorship. HHS agencies use EVerify. You must bring your I-9 documentation with you on your first day of work. Applicants will be required to complete an in-basket exercise. The full salary range may not be offered due to budget limitations.

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work. 1-9 Form -Click here to download the 1-9 form.

In compliance with the Americans with Disabilities Act (ADA), HHS 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.

MOS Code:
35Y, 35D, 74D, 74A, 350F, OS, IS, 183X, 645X, 205, OAR16; 0531, 0532, 5711, 0530, 5702; 3E9X1, 1N0X1, 13CX, 14NX
Note: There may be no military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

I-9 Form - Click here to download the I-9 form.

In compliance with the Americans with Disabilities Act (ADA), HHS 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.