Contract Specialist IV - Under the supervision of the Branch Manager, the contract manager is the primary liaison representative serving as the single point of contact for all contractual accountability activities between the State and contractors. The Contract Manager performs advanced (senior-level) contract management work related to the development, oversight, interpretation, coordination and enforcement of state and federal funded contracts for substance use disorder services, and other contracts in assigned service areas, with the Health and Human Services Commission (HHSC). This position provides leadership and support in contractual matters, contract management, performance review, funding reallocation, Request for Proposal and program and budget reviews. Position is responsible for participating in the evaluation and negotiation of the annual contract, counter-offers and amendments; interacts routinely with HHSC divisions and management, contractors and stakeholders, organizations, and other state agencies; and makes recommendations for approval by Executive Management as needed. Position serves as subject matter expert in assigned work-groups and other contract activities. Other responsibilities include: authorizing disbursements; management and productivity improvements; participation in monitoring contract expenditures; monitor compliance with service provision and program requirements through contract oversight process; recommend sanctions for contract breaches; approval of amendments; direct and coordinate critical data requirement; data analysis; reporting protocols and follow-up. Position works under minimal supervision, with considerable latitude for the use of initiative and independent judgment.
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
1. Serves as the single point of contract for contractors and matters pertaining to contracts. Researches contract requirements, remedies, terms and conditions, and other provisions related to contracts. Maintains progress and summary reports that provide current and historical data in multiple areas related to funded contracts. Conducts desk and/or on-site contract monitoring reviews. Conduct contract funds utilization to determine contract action and recommend funding reallocation. Oversees transfer of funds between services. (25%)
2. Negotiates, evaluates and accepts for approval various types of HHSC substance abuse and other contracts. Conducts monthly/quarterly performance reviews and risk assessments, determines level of oversight, and provides advanced technical knowledge related to contract management and program performance. Reviews and evaluates quarterly budget data for reconciliation and compliance to assure that management and support costs meet established guidelines. Facilitates authorization of all funding disbursements. Initiates/facilitates new contracts, contract renewals, and amendments to contracts within established protocols. Facilitates executions of contracts and amendments to contracts within established protocols. (25%)
3. Monitors activities for contract compliance, goals and utilization targets. Provides timely responses to information requests, resolution of issues, consultative and technical assistance, documenting, mitigating and developing corrective action plans. Provides training and tools as appropriate for communicating with contractors, and ensures adherence to performance requirements. May participate in reviews of specially funded projects and monitors for compliance (15%).
4. Consults with program services, quality management, fiscal and other staff involved in contract monitoring to resolve problems, identify training needs, and discuss contract compliance. Monitors plans of correction with other division staff to ensure improvements are sustained. Oversees and administers enforcement of sanctions for contractors, including but not limited to the recoupment of funds, assessing penalties, withholding partial or full payments, and suspension or termination of the contract (10%).
5. Ensures timely review and response on all correspondence. Coordinates and/or prepares responses to issues, inquires and correspondence concerning contractors' functions and activities, including information needs of contractors with other divisions and other state agencies. Communicates plans and changes to plans to contractors individually and collectively. Collects information and prepares legislative and/or management responses as directed by leadership (5%).
6. Develops and maintains contract compliance policies, procedures, standards and manuals to adequately support timely responses to information requests. Develops and maintains procedures to ensure accountability and documentation related to performance measures and contract management (5%).
7. Works collaboratively with diverse groups and units on the procurement of needed services. May serve as division liaison the HHSC Procurement and Contracting Services. Participates in procurement application reviews, develops contract documents, negotiate contracts and review budgets (10%).
8. Other duties, work-groups, special projects, and administrative functions as assigned (5%).
Knowledge Skills Abilities:
• Knowledge of medical and social services programs, applicable standards, policies functions, missions, and objectives.
• Thorough knowledge of management theory and practice including personnel and financial management, process improvement, quality assurance, public information, and public administration.
• Thorough knowledge of organizational planning, organizational development, and implementation methods needed to establish and administer a complex and comprehensive delivery system.
• Working knowledge of mental health community programs and substance abuse prevention, intervention, and treatment programs and understanding of community center board governance, Texas legislative processes, and public accountability systems.
• Knowledge of state and federal legislation and litigation as they relate to state and federal laws, agency regulations, policies, rules and requirements pertaining to the provision of medical and social services programs and contracting processes.
• Ability to deal effectively with state and local officials and the public.
• Ability to organize and present information effectively, both orally and in writing.
• Ability to prepare administrative reports and special projects as assigned.
• Ability to interpret policies and develop effective operating procedures for substance abuse programs and services.
• Ability to analyze and solve problems; to make decisions affecting overall departmental operations; and comprehensively and accurately evaluates reports.
• Ability to provide leadership and control in a team environment; communicate issues and coordinate oversight across multiple cross-functional divisions; perform multiple tasks, assignments and projects.
• Ability to interpret and apply federal and state statues, regulations, agency rules, policies and procedures related to the use of substance abuse contracts.
Registration or Licensure Requirements:
Must be a Certified Texas Contract Manager (preferred) or secure within 12 months of hire.
Initial Selection Criteria:
Experience managing client service contracts. Knowledge of contract and procurement policies and procedures. Skill in communicating in an effective and tactful manner.
Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 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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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.