Contract Specialist IV

Contract Specialist IV for HSCS — this position works under the supervision of the HSCS SO Contract Manager and performs contract management tasks related to all phases of the contract lifecycle. Performs advanced (senior-level) contract management work.

Location: Austin, TX — 909 W 45th St #634, Bldg 4
Salary: $4,801.16 – $6,281.33 monthly (Pay Group TEXAS-B-22)
Schedule: Full time, Day shift (First)
Telework: Eligible for telework
Travel: Up to 10%
Posting Number: 21079
Closing Date: 03/12/2027

About the Role

The Contract Specialist performs tasks related to contract management and oversight of assigned contracts and grant agreements, and is involved in the execution and administration of various contracts including Interlocals, Interagency, MOU/MOAs, and Affiliation Agreements by defining requirements/statement of work and developing and monitoring contracts for HSCS and Facilities.

This position has a working knowledge of HHSC rules and HSCS facility policies and procedures, demonstrates the ability to communicate clearly both orally and in writing, and provides training as needed to other employees. Completion of job duties requires work under minimal supervision, with considerable latitude for the use of initiative and independent judgment.

Negotiates contracts, contract renewals, and amendments. Collaborates with the 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 the System of Contract Operation and Reporting (SCOR).

This position is responsible for managing the contract formal communication and invoice approvals, coordinating contract inquiries and requests to ensure timely responses to grantees. Other responsibilities include monitoring and tracking contract deliverables and invoices; coordinating and facilitating meetings with internal and external stakeholders; conducting contract management quality assurance activities; completing contract risk assessments; developing and editing contract documents to meet required policies, procedures, and deadlines; reviewing budgets and expenditures; and processing invoices.

Serves as Contract Manager to provide guidance, assistance, and support to all facility Contract Managers/SMEs, program staff involved in the contract process, government agencies, community organizations, and the general public.

Responsibilities

Task 1 (70%) — Serves as liaison to staff to explain and provide technical assistance on program specifics and requirements for Contracts, Amendments, and Renewals including but not limited to Memorandum of Agreements (MOA), Memorandums of Understanding (MOU), Interagency, Interlocals, Open Enrollments, Revenue Contracts, and Grants. Reviews all steps for compliance with established policy and procedures and Renewals including contract management of executed contracts and/or TPO/Purchase Orders. Provides oversight to facility contract managers (CMs) and subject matter experts (SMEs) in the contracting process, from initiation of contract to completion and close-out. Manages/drafts contracts as per policy. Must complete contract management responsibilities to include:

• 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 as required.
• Ensuring all applicable state and federal rules and regulations, HHS and Agency policy, and terms and conditions of the contract are adhered to.
• Must be well versed in contract terms, including purpose, scope, requirements, deliverables, and milestones to ensure contractor is held accountable for timely performance.
• Establishes performance measures with Program SME to ensure contractor's performance can be monitored.
• Must be informed and involved throughout all stages of the contract lifecycle to ensure successful contract outcomes.
• Verify completion and validate data entry into the SCOR Contract Detail sub-module from CAPPS (term dates, not-to-exceed amount, Vendor Name, Address, and TIN), complete the Baseline Risk Assessment in SCOR, and upload 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 as required by policy.
• Required to enter additional fields in SCOR: Division, Department, Section, Contract Manager, Lead Contact; adds Facility Code in the "OTHER Subject Field" in front of brief description.
• Maintains up-to-date documentation as required in SCOR; uploads executed contract, amendments, risk assessment report, forms, contractor performance evaluations, monitoring when applicable, and contract close-out including vendor performance tracking; administers contract changes.
• Monitors contract performance by examining billings, fiscal data, and eligibility determinations for compliance with contract terms and policies. Monitors legal and regulatory requirements pertaining to contracting. Evaluates expenditure data and makes projections with Program SME to ensure appropriate use of funds. Monitors contractor performance per assigned contracts or requests contractor performance documentation from SMEs; enters results into SCOR; assists in the dispute resolution process as needed; provides reports as needed.
• 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.

Task 2 (5%) — Must enter requisitions in CAPPS Financials for purchases and contracts. Data entry must be accurate and very detailed so that Purchasers have a clear vision of items/services to be procured. Must be familiar with Origin Codes and Speedcharts to be used in CAPPS Financials. Must be able to maneuver in CAPPS Financials to research requisition data, approval, PO data, and contract data. Must be able to run queries in CAPPS Financials Reporting to review and research financial data, track requisition approvals, document status, etc. Must provide accurate data for management as requested.

Task 3 (15%) — 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. Provides support and collaborates with CM/SME for invoice payment and processing; CM/SME must review invoices confirming work performed, dates of services, applicable costs, and provide approvals to pay per policy. 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 the NTE amount to determine if a requisition is needed to add funds and/or an amendment when applicable.

Task 4 (5%) — Researches historical contract, purchasing, and financial data in DADS, DSHS, and HHSC legacy HCATS system and HHSAS system. Must be able to maneuver in HCATS and HHSAS to research requisition data, purchase order data, contract data, and financial data.

Task 5 (5%) — Other duties as assigned. Attends and participates in all mandatory training in order to meet HHS and HSCS requirements, certification requirements, and to maintain job competence. Effectively accomplishes other assigned duties professionally, competently, and on a timely basis.

Knowledge, Skills and Abilities

• Knowledge of state procurement and contract management requirements, regulations, and best practices; of negotiating 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 Contract Management, Procurement, or Accounting.
• Ability to gather, assemble, correlate, and analyze facts; to devise solutions to problems; to prepare reports; to communicate effectively; and to train others.
• Skill in the use of a computer and applicable software.
• Ability to evaluate contracts and recommend future status; to interpret policies, procedures, and regulations; to evaluate fiscal data for reasonableness, necessity, and conformity with contract requirements; to write and edit contract requirements and specifications; to negotiate features of a contract.

Registrations, Licensure Requirements or Certifications

To maintain employment as a Contract Specialist, this position will require an applicant to obtain specialized certification as a Certified Texas Contract Manager (CTCM). If not currently a CTCM, the selected candidate must obtain CTCM certification within 3 months of hire date unless otherwise approved by supervisor and availability of certification classes, and must maintain certification throughout employment. CTCM certification requires CEUs to maintain certification.

Initial Screening Criteria

• Must have a minimum of 2 years experience working in HHSC or another Texas State Agency.
• Prefer active CTCM certification.
• Prefer one year experience in SCOR System and CAPPS Financial System.
• Preferred graduation from an accredited four-year college or university with major coursework in business administration or a related field is generally preferred.
• Experience and education may be substituted for one another on a year-for-year basis.

Additional Information

• Pre-Screening Assessment required for applicants.
• In Basket Exercise required at interview.