Contract Specialist II

About the role

The Texas Health and Human Services Commission (HHSC) seeks highly qualified candidates to fill the Contract Specialist II position with Community Services (CS), Community Care Services (CCS), Community Care Services Contracts (CCSC) Section. HHSC is driven by its mission statement "We Serve Texas." The ideal candidate will thrive in an environment that emphasizes fidelity to our mission, collegiality to internal and external stakeholders, nurturing talent within our team, open and transparent communication, and agility to adapt quickly to challenges and changes.

What you'll do

• Perform complex (journey-level) contract management work including contract enrollment, maintenance, and monitoring
• Develop and evaluate a broad range of contracts
• Provide orientation and technical assistance on program rules and policies to contractors
• Develop, negotiate, and process contracts and amendments for community care services programs
• Conduct monitoring of contract performance including service delivery and fiscal monitoring
• Participate in State Office of Administrative Hearings (SOAH)
• Develop, implement, and monitor corrective actions and/or sanctions
• Investigate and validate individual, community and department staff complaints relating to contract performance
• Interpret and clarify standards, policies and procedures to improve program operation and performance
• Review contractor billings and resolve billing rejections, problems, and/or issues
• Handle relatively complex contract applications and assist with projects
• Provide information and technical assistance to contract staff
• Identify training needs, assist with development of training materials and may provide guidance to contract or department staff to enhance performance, correct non-compliance issues, provide consistency and improve quality of services to individuals
• Carry out special assignments as required by the unit manager

Essential job functions

• EJF1 (10%): Identify the need for service providers and take appropriate action(s). Participate in work groups to make recommendations to change contract-related documents. Monitor legal and regulatory requirements pertaining to contracting. Handle routine reporting activities and special projects/tasks internal/external to the unit as assigned. Provide orientation and technical assistance on program rules and policies to contractors, stakeholders, internal HHSC staff and community.
• EJF2 (10%): Prepare and maintain contract documents in accordance with policy and procedures. Assist with developing contract administration policies and procedures. Initiate, develop, negotiate, process and manage contracts, renewals and amendments for community care services programs. Upload required documents to HHSC contracts repository system.
• EJF3 (20%): Complete all required pre-monitoring activities. Complete contractor screening criteria prior to formal monitoring to verify the legal entity's business information and status. Review contractor history that includes reviewing the contractor's HHSC licensure status, regulatory compliance history, previous fiscal year expenditures and Adverse Action Review Committee (AARC) activity since the previous monitoring to assess the contractor's performance as applicable to the contract type. Prepare applicable program and fiscal compliance monitoring tools, Monitoring Workbook and Individual Work Papers (IWP) by entering information that is readily available, such as legal entity name, contract numbers, review dates, review periods, payment information, etc. Prepare common forms that include entrance and exit conference forms. Pull electronic visit verification (EVV) visit logs and units of service tables and review for missing data. Send inquiries to EVV Vendor or EVV Operations about missing data or missing reports. Review COGNOS billing/payment report. Complete and send the notice of Scheduled Contract and Fiscal Compliance Monitoring at least 20 days before the monitor review following notification protocol. Select the monitoring sample. Determine the review period. Ensure the sample is sent to the contractor two business days before the monitor review. Schedule monitor reviews within the established timeframes.
• EJF4 (50%): Monitor contractor performance to ensure compliance with State and Federal regulations by conducting contract compliance on or off site. Plan and conduct investigations resulting from allegations made about contractors. Monitor contract performance by examining billings, and eligibility determinations for compliance with terms of contract and policies and recommend actions or sanctions of contracts and track them through completion.
• EJF5 (10%): Provide guidance regarding contract administration, policies, and procedures to contractors, stakeholders, internal HHSC staff and community. Assist other team members.

Qualifications

• Experience in interpreting policies, rules and regulations of State and Federal laws
• Experience with HHSC Community Care Services programs
• Experience in making decisions based upon interpretation of federal and state laws
• Full-time work experience in the health and human services field preferred
• Experience in contract management and monitoring preferred

Knowledge, skills and abilities

• Journey level 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
• Knowledge of contract enrollment and maintenance procedures, regulations and policies
• Knowledge of local, state, and federal laws and regulations regarding contract enrollment, maintenance and administration
• Knowledge of community care services programs, policies, rules and regulations
• Skill in managing multiple priorities and projects and meeting tight deadlines
• Skill in communicating effectively both verbally and in writing
• Skill in formulating written communication for various audiences
• Skill in the use of a computer and applicable software
• Ability to evaluate contracts and recommend continuation or termination of contracts, or adverse actions; to evaluate fiscal data for reasonableness, necessity, and conformity with contract requirements
• Ability to interpret policies, procedures, and regulations regarding contract enrollment
• Ability to gather, assemble, correlate, and analyze facts
• Ability to organize workload and set priorities
• Ability to problem solve and mediate
• Ability to write and edit contract requirements and specifications and to negotiate features of a contract
• Ability to effectively communicate orally and in writing
• Ability to provide guidance to others
• Ability to work in a team environment

Certification requirement

• Certified Texas Contract Manager (CTCM) – certification completion required between sixth (6th) and twelfth (12th) month of employment

Additional information

• Office location is Beaumont, Texas
• Contract specialist duties will require extensive travel and some overnight travel
• Employees must have a valid driver's license to perform duties
• Applicants may not have a history of substantiated fraudulent activity against HHSC or any programs it administers
• Active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified