Contract Specialist II

Location: San Antonio, TX

About the role

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, and 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 the general public.

Responsibilities

• Serves as a liaison to staff to explain and provide technical assistance on program specifics and requirements for facility-level Contracts, Amendments, and Renewals, including 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, including:
  • Writing well-defined Statements of Work with input from stakeholders when involved in procuring new contracts.
  • Preparing specifications for requests for bids.
  • Ensuring requisitions are entered into CAPPS Financials to start the procurement process.
  • Receiving applicable approvals via routing processes.
  • Serving on evaluation teams.
  • Ensuring all applicable state and federal rules and regulations, HHS and agency policy, and the terms and conditions of the contract are adhered to.
  • Being well-versed in contract terms, including its purpose, scope, requirements, deliverables, and milestones to ensure the contractor is held accountable for timely performance.
  • Establishing specific, time-bound, performance measures and requirements to ensure contractor accountability when involved in procuring new contracts.
  • Being informed and involved throughout all stages of the contract lifecycle to ensure successful contract outcomes.
• Verifies completion and validates 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.
• Maintains official contract record including accurate and timely SCOR data entry and document uploads.
• Enters additional fields in SCOR: Division, Department, Section, Contract Manager, Lead Contact; adds Facility Code in "Other Subject Field" in front of description.
• 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.
• Monitors contractor performance per assigned contracts or requests contractor performance documentation from CMs/SMEs; enters results into SCOR; assists in the dispute resolution process; provides reports as needed.
• Reviews and/or records deliverable status into SCOR Deliverables sub-module when applicable.
• 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.

Requirements

• Graduation from an accredited four-year college or university with major course work in business management or a 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.
• Current Certified Texas Contract Manager (CTCM) certification required or the ability to obtain CTCM certification within 12 months of hire and maintain certification.
• Must complete Continuing Education Units required to maintain CTCM certification.

Skills

• Knowledge of contracting and procurement regulations, negotiating contracts, developing contracts, business administration, and accounting principles and practices.
• Knowledge of policies and procedures of contract management.
• Knowledge of local, state, and federal laws related to Procurement and Contract Management.
• Knowledge of administration and management techniques, statistical analysis processes, budget processes, training techniques, and 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; devise solutions to problems; prepare reports; develop, evaluate, and interpret policies and procedures; communicate effectively; and train others.
• Ability to write and edit contract requirements and specifications.

Benefits

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.

Explore more details on the Benefits of Working at HHS webpage.

Pay

Salary Range: $3,793.41 - $5,921.25 per month

Schedule

• Shift: Day (First)
• Full-time
• Regular/Temporary: Regular
• Travel: Up to 5%
• Telework: Not eligible