Contract Specialist II Under the general supervision of the Assistant Director of Administration, performs complex journey level consultative contract services and technical assistance to administrative support departments and programs of the facility to accomplish the State Operated Facilities missions, including providing critical services to individuals and agency operations. Consults with State Office Business Management Contract Administration 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 in all of the above. Must comply with statutes, rules, and policies related to HHS programs and contracts. Works independently for the use of initiative and independent judgment. Work involves planning, developing, and implementing agency contract management requirements based on state law, procurement processes/procedures, and internal division policies and procedures. Consults, advises and provides technical assistance to Administration, Support Services Departments and Program Services Departments related to Contracting Activities. Advises that requested actions are compliant with existing laws, policies and procedures. Provides oversight and prepares monitoring reports related to contracting activities as it relates to financial impact, risk analysis, and performance evaluation of the contractor. Must be knowledgeable and current on existing laws and legislative actions that relate to contracting activities and write contracts with details that are consistent with these laws and legislative actions in all contracting activities. The Contract Specialist will be the main contact point and liaison between HHSC facility and existing and potential contractors. The Contract Specialist will ensure that all laws, regulations, policies and procedures are adhered to with all contract activities.
Essential Job Functions:
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: Task #1. 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. (10%) Task #2. Ensuring all applicable state and federal rules and regulations, HHS and agency policy, and the terms and conditions of the contract are adhered to. (10%) Task #3. Be well versed in contract terms, including its purpose, scope, requirements, deliverables, and milestones to ensure the contractor is held accountable for timely performance. (5%) Task #4. Establishes specific, time-bound, performance measures and requirements to ensure contractor accountability when involved in procuring new contracts. (5%) Task #5. Informed and involved throughout all stages of the contract lifecycle to ensure successful contract outcomes. (5%) Task #6. 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. (5%) Task #7. Enters additional fields in SCOR: Division, Department, Section, Contract Manager, Lead Contact; adds Facility Code in "Other Subject Field" in front of description. (5%) Task #8. 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. (10%) Task #9. 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. (10%) Task #10. Reviews and/or records deliverable status into SCOR Deliverables sub-module when applicable. (5%) Task #11. 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. (5%) Task #12. Provides support and collaborates with the CM/SME for invoice payment and processing; CM/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 CM/SME to ensure compliance with policies/procedures and contract remains within established/approved Not-To-Exceed Amounts. Notifies CM/SME when expenditures reach 90% of NTE amount to determine if a requisition is needed to add funds and/or an amendment when applicable. (15%) Task #13. Prepares contract expenditure reports to keep CM/SME up-to-date as required to ensure sufficient funds are available. All reports must be accurate and processed within established timelines. (5%) Task #14. Other duties as assigned. Attends and participates in all mandatory training in order to meet HHS and State Operated Facilities requirements, certification requirements and to maintain job competence. Effectively accomplishes other assigned duties professionally, competently, and on a timely basis. (5%) Attends work on a regular basis and may be required to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and 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.
Knowledge Skills Abilities:
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.
Registration or Licensure Requirements:
Current Certified Texas Contract Manager (CTCM) certification required or the ability to obtain certification within 12 months of hire and maintain CTCM ongoing.
Initial Selection Criteria:
Graduation from an accredited four-year college or university or high school diploma. Knowledge of state and federal guidelines, rules, policies, and procedures in relation to contract monitoring.
Salary Note: The salary offered will follow HHS starting salary guidelines which are typically made at or near the minimum of the salary range. Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aide, Medication Aide and Employee Misconduct and HHS OIG List of Excluded Individuals/ Entities. Males between the ages of 18 – 25 must be registered with the Selective Service. All State Supported Living Center employees are subject to Random drug testing. Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours. Req#383632
Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include: 51C, LS, SK, 3044, 6C0X1. 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.
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