Contract Specialist V

About the Role

Under the supervision of the Branch Manager, the Contract Manager provides leadership and support in contract management by participating in contracting activities such as RFP development, RFP application, budget reviews, contract funding allocation decisions, quality management activities, extensive contract monitoring, and other contract management activities as appropriate and mandated by DSHS policy.

With minimal supervision and extensive latitude for initiative and independent judgment, this role performs highly advanced, senior-level, technical and consultative work assisting with the oversight of daily operations and contract management activities from development to closeout within the Contract Management Section (CMS). The Contract Manager serves as the liaison between contractors, program staff, Procurement and Contracting Services (PCS), and Contract Oversight and Support Section staff, facilitating communication and collaboration among all contract stakeholders.

Responsibilities

• Participates in and oversees the development of contracting activities such as RFP development, facilitating planning meetings, setting timelines, and developing the RFP application. Determines solicitation method/type of contract and/or purchase. Identifies provider resources, describes services to be rendered, and finalizes the Review Criteria and evaluation instruments in collaboration with programs. Accepts, tracks, and ensures response to written questions about the RFP submitted by potential bidders. Plans and participates in bidders conferences by coordinating department resources to provide accurate technical assistance to potential bidders. Arranges logistics and oversees the proposal review process. (15%)
• Coordinates and negotiates contract budget reviews, contract funding allocation decisions, negotiations of revised budgets, and performance measures with selected applicants. Obtains clarifications and supplemental information from applicants. Creates work plan documents where appropriate. Works with the Office of General Counsel on scope of work and adheres to department, state, and federal contracting policy. (15%)
• Performs monitoring of contract performance by examining billings, fiscal data, and eligibility determinations for compliance with contract terms and policies. Reviews supporting documentation related to contract billing for eligibility. Ensures appropriate tracking of contractor expenditure and performance data, as well as contract deliverables. Completes analysis of contractor performance by reviewing expenditure data, performance reports, technical assistance, and training documentation. Projects expenditures to ensure appropriate use of funds and communicates results and recommendations to program and department staff. (15%)
• Serves as the single point of contact for all contractual accountability activities between the State and contractors. Facilitates and ensures delivery of financial and programmatic technical assistance and training with Contract Oversight and Support Section and appropriate program, regional, or Local Health Department staff. Provides guidance to internal and external customers regarding contract administration, policies, and procedures. Identifies training needs and determines how training should be conducted. (10%)
• Coordinates the risk assessment process for contract monitoring and planning. Participates in coordinated on-site reviews to encompass both financial and programmatic compliance. Works with all pertinent parties to resolve audit findings by defining criteria, requirements, processes, and recommending appropriate dispositions. (15%)
• Coordinates resolution of contractor issues, initiates and negotiates all contract amendments (including terminations) and sanctions. Obtains approval of amendments/sanctions with appropriate Division managers, communicates the impact of changes to contractors and Division staff, and ensures implementation and resolution of contract sanctions. Ensures all contract closeout activities are performed according to DSHS policy. (10%)
• Serves as a point of contact with DSHS, HHSC senior management, Contract Oversight and Support, and Contract Liaisons regarding contractor performance issues. Coordinates with Division managers regarding requests for information. Maintains contractor files ensuring accessibility of information necessary for appropriate contract management. Conducts routine meetings with program staff to discuss contracting, forecasting, projections, and provides recommendations to address barriers to meeting goals, staffing shortfalls, and peak contracting periods. Ensures continuity of operations during emergencies or catastrophic events. (10%)
• Participates in the development of contract administration policies and procedures. Implements goals and objectives to support agency-wide strategic plans, policies, and procedures. Serves as a subject matter expert related to contract management on assigned workgroups in coordination with Grants, budget, fiscal units, legal, Contract Oversight and Support, and division programs. Analyzes departmental contracting systems, outputs, and activities; identifies gaps and recommends system improvements. Manages special projects as required or requested. Prepares special correspondence or reports, analyzes data, and compiles statistical reports or surveys using Word, Excel, or other applications. (5%)
• Other duties as assigned, including actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. (5%)

Qualifications

• Knowledge of DSHS programs, applicable standards, policies, functions, and the mission and agency role in meeting the program's health objectives and priority health outcomes.
• Thorough knowledge of contracting regulations, developing contracts, business administration and accounting principles and practices, and policies and procedures of contract management and administration.
• Knowledge of audit principles, process improvement, and quality management.
• Knowledge of competitive solicitation processes and state procurement procedures.
• Knowledge of the State of Texas budgeting and other financial policies and procedures.
• Thorough knowledge of organizational planning, organizational development, and implementation methods needed to establish and administer a complex and comprehensive delivery system.
• Working knowledge of Texas legislative processes and public accountability systems.
• Knowledge of state and federal legislation as they relate to DSHS services and state and federal laws, agency regulations, policies, rules, and requirements pertaining to the provision of health services.
• Skill in management principles and practices.
• Skill in project management and prioritization.
• Skill in problem-solving and conflict resolution.
• Skill in communication, including the effective organization and presentation of information, both orally and in writing.
• Skill in preparing written analyses, administrative reports, and special projects as assigned.
• Skill in analyzing and solving problems and making recommendations affecting overall contracting activities; and comprehensively and accurately evaluating different types of administrative reports.
• Skill in providing leadership and managing diverse program and administrative personnel in a team environment; communicating on issues and coordinating oversight across multiple cross-functional divisions.
• Ability to write and edit contract requirements and specifications.
• Ability to interpret policies and develop effective operating procedures for the Contract Management Section.
• Ability to evaluate and monitor contractor performance and provide recommendations.
• Ability to deal effectively with state and local officials and the public.
• Ability to lead or work as part of a team.
• Ability to perform and prioritize multiple tasks, assignments, and projects.
• Ability to interpret and apply federal and state statutes, regulations, agency rules, policies, and procedures related to contracts.
• Ability to evaluate financial data for reasonableness, necessity, and conformity to contract requirements.
• Ability to make independent and sound technical judgments.

Benefits

DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS). For more details, visit the DSHS Careers Page.

Pay

Salary range: $5,425.33 - $8,886.16 per month.

Schedule

• Full-time
• Day shift
• Regular position
• Travel: Up to 10%
• Telework options available