Program Specialist IV

    Texas Health & Human Services Commission
    909 W 45Th St Bldg 2, Austin, TX 73301
    Full-time
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    Job Description


    Program Specialist IV
    The Texas Health and Human Services Commission (HHSC) Access and Eligibility Services (AES) department is looking for individuals who want to join an exciting and dynamic team working in a high-performing and innovative environment. AES provides an integrated and streamlined approach to connect individuals to services and supports to reduce institutionalization, allow individuals to remain in their communities, and promote economic and personal self-sufficiency. AES is built on its core values of respect, ownership, collaboration, and integrity. AES strives to achieve its goals of delivering best in class customer service to clients and stakeholders; strengthening program oversight, integrity, and accuracy; seeking innovative ways to streamline and improve service delivery; crating and promoting a culture of excellence; and promoting departmental efficiencies and responsible stewardship of agency resources. Our staff are well organized; able to multi-task; possess the ability to continuously learn and improve; able to thrive in a challenging, fast-paced, and evolving environment; and have good communication skills, a positive attitude, strong work-ethic, and a desire to help others.

    The Contract Monitor (Program Specialist IV) reports to the Contract Monitoring Manager and performs tasks related to contract monitoring, including planning of ongoing, periodic, or unscheduled monitoring activities that determine and ensure agency and contractor compliance with the contract terms, contract management guidelines, and state and federal regulations. Work involves the administration of a comprehensive contract monitoring process to ensure accountability and responsibility for performance results; exercising sound judgment in making critical decisions, analyzing complex information; interpreting state and federal laws, rules and regulations; applying appropriate intervention and administrative remedies; and technical assistance and consultation associated with routine duties. Develops relationships across divisions and agencies to ensure program, fiscal, project, and contract activities are collaborative and coordinated with impacted parties. Remains current on all procurement and contracting policies and procedures as determined by Procurement and Contract Services (PCS) for the HHS Enterprise. Works under limited 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 HHSC leave policy and performs other duties as assigned. All employees hired under this job posting are required to work the hours of 8AM to 5PM for the first six months of employment. Supervisors may consider alternate work schedules after the first six months of employment based on performance, responsibilities, and the needs of the team. However, alternate work schedules are not guaranteed.

    Supports, ensures compliance with, and behaves In a manner that reflects the AES values In support of the AES mission and vision. Must also perform other duties as assigned and necessary.

    EJF1. Assists with the coordination and communication, individually and collectively, within FCO and program area staff, contractors, and state and local agencies to identify contract management or monitoring needs, and resolve problems. (10%) Contract Monitor facilitates three meetings for each project assigned in an effort to gain an understanding of the contract/program under review, identify risks, review fieldwork testing evidence, and contractor responses for any issues identified during monitoring. Contract Monitor hosts program orientations and ask critical questions related to the understanding of the program under review for community access and eligibility operations contracts.

    EJF2. Tracks project/contract tasks to ensure completion in accordance with strict contract management or contract
    monitoring timeline & deadlines. Assists in preparing administrative reports, statistics, or specialized projects to report overall compliance results and performs ad hoc contract management or contract monitoring analysis as assigned. (15%) Contract Monitor is responsible for reviewing the annual contract monitoring plan and coordinating each respective project assigned with program, contract management, and contractor staff. As a result of each project, the Contract Monitor is responsible for writing initial and/or final monitoring reports. These reports are provided to internal and external stakeholders to include the contractor. Contract Monitor is required to use our project tracking system- excel and TeamMate.

    EJF3. Conducts reviews of contractors to determine compliance with applicable statutes, departmental rules, and contractual requirements. Participates in the preparation of administrative reports to executive management regarding required actions. (10%) Determines degree of contractor compliance with established procedures, requirements, laws, and regulations; completeness of data; and presence of adequate documentation. Required to review state and federal regulations and test contractor's fiscal compliance against state and federal regulations. The testing results for each review is documented on the fiscal tool.

    EJF4, Supports the contract management or monitoring team in the analysis of contractual issues and problems and in the preparation of reports of findings and recommendations. (10%) Contract Monitoring procedures includes a comprehensive review of contractor documentation to include a review of SCOR evidence, contractor financial documentation (i.e. G.L.), and state and federal regulations.

    EJF5. Supports contract termination and closeout activities, including the review and analysis of all program reports and actions, equipment reconciliation (if applicable), and record disposition according to contract terms. Monitors corrective action plans to ensure compliance. (5%) The Contract Monitor may be required to assist with contract termination and closeout activities as assigned by the Contract Management team. A review and response of contractor related issues and outstanding contractor deliverables, and Contract Monitoring related deliverables, may be requested.

    EJFS. Serves/participates on committees or workgroup regarding assigned contract/program area, new departmental statewide initiatives,
    and redesign of contract related processes. Participates in contract related meetings and documents these meetings by creating formal meeting agendas and minutes for distribution to meeting attendees. (5%) Contract Monitor will be responsible for representing the Contract Monitoring team on project-specific related activities if necessary. Additionally, the Contract Monitor would be responsible for ensuring procedures are followed, specifically, through the use of TeamMate, and documenting work performed adequately. During the annual review of procedures, the Contract Monitor is responsible for assisting in the update of various procedures.

    EJF7. Analyzes and reviews financial data, information, and applicable contract terms, state and federal regulations. (15%) Provides interpretation on technical questions of financial compliance with applicable state and federal statutes and regulations.

    EJF8. Communicates complex contractual issues effectively and efficiently both orally and in writing with internal and external parties to ensure communication Is clear, concise, adequate and appropriate at all times, (10%) The Contract Monitor routinely communicates with contractor executive and senior level staff to ensure contractor compliance via email and telephone.

    EJF9. Acquire and maintain CTCM certification requirements. Research and propose job-related training for approval in order to maintain CTCM certification. (10%) Contract Monitor is required to be CTCM certified and maintain appropriate job-related training each fiscal year based on certification and Contract Monitoring requirements. These trainings will be available online and live classes. Contract Monitor is responsible researching and requesting these trainings each fiscal year in an effort to meet their individual training plan requirements.

    EJF1O. Performs other duties as assigned. (10%) Participates in the training and development of new staff.

    Knowledge Skills Abilities:
    Knowledge of the principles and practices of contract administration and monitoring. Knowledge of Internal Controls and Risk Assessment instruments.
    Knowledge of contract performance analysis and monitoring procedures. Knowledge of State and Federal laws, rules, regulations, code of federal regulations, policy and procedures relevant to contracts.
    Skill in developing an annual contract monitoring plan. Skill in planning and implementing contract monitoring reviews.
    Skill in conducting annual contract onsite, desk and billing validation monitoring reviews. Skill in communicating effectively both orally and in writing.
    Skill in establishing and maintaining effective working relationships. Skill in operating a personal computer.
    Skills in time management. Skill in project management.
    Ability to identify and analyze contract related issues and propose effective solutions. Ability to interpret and analyze statutes. Ability to analyze, evaluate and summarize contractor records for accuracy and conformance to requirements. Ability to draft clear and concise reports and correspondence regarding monitoring observations. Ability to organize resources to achieved desired outcomes.
    Ability to use Microsoft Office products.

    Registration or Licensure Requirements:
    Certified Texas Contract Manager (CTCM) is required within 12 months of hire.

    Initial Selection Criteria:
    Certified Texas Contract Manager (CTCM) issued by the Texas Comptroller's Office preferred, or
    must be obtained within the first twelve months of employment. Must have graduated from an
    accredited college or university with a degree in Business Administration, Business Management,
    Finance, or Accounting field. Appropriate contract monitoring experience (i.e. fiscal reviews) may be
    substituted for the required education on a year to year based on education requirement minimum
    of four years conducting contract monitoring activities of a Texas governmental agency including
    but not limited to examining and analyzing contractor operating internal control structure and
    systems, data analysis, accounting and financial

    Additional Information:
    Applicants may not have a history of substantiated fraudulent activity against HHSC or any program
    it administers. Applicants who have a non-fraud overpayment with an outstanding balance agree to
    overpayment balance as a condition of employment. Military occupation(s) that relates to the initial
    selection criteria and registration or licensure requirements the position may include, but not limited
    to: 42A, YN, 0111, 3A1X1. All active duty military, reservist and veterans are encouraged to apply if
    qualified to fill this position. For more information see the Auditor's Military Crosswalk at
    http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx. HHS agencies use E-Verify. You
    must bring you I-9 documentation with you on your first day of I-9 Form - Click here to download the
    I-9 form.

    MOS Code:
    1573 Progra m Spclst IV No direct military equivalent. 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.

    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.

    Posting ID: 555358595Posted: 2020-05-21