Contract Specialist V

Essential Job Functions

• Independently manages a portfolio of complex, high-dollar, or high-risk contracts. Serves as primary point of contact between the agency and the vendor for all contract matters throughout the contract lifecycle. Reviews and processes contract amendments, renewals, change orders, and supporting documentation. Coordinates with PCS on solicitations, contract execution, and procurement policy compliance. Coordinates legal review with the Office of Chief Counsel and budget review with the Finance division. Prepares and routes contract execution documentation, including PCS448s and supporting justification packages.
• Independently monitors assigned contracts for vendor performance, deliverable completion, invoice accuracy, and compliance with contract terms. Conducts on-site and desk monitoring reviews, develops monitoring plans, prepares formal monitoring reports, and recommends corrective actions when performance deficiencies are identified. Reviews and validates invoices against contract terms and deliverables before approving for payment. Tracks vendor performance against established performance measures and service level agreements. Identifies, documents, and escalates contract-related risk to division leadership.
• Prepares and submits required contract reports to division leadership, oversight bodies, business owners, and external stakeholders. Maintains accurate contract files and documentation in accordance with records retention requirements and agency standards. Tracks and reports contract performance metrics. Supports legislative inquiries, audit responses, public information requests, and Sunset review activities related to assigned contracts. Maintains contract data in agency systems including SCOR, CAPPS, and SharePoint repositories.
• Congducts contract close-out activities, including final deliverable validation, final invoice reconciliation, vendor performance documentation, and contract file archiving consistent with state records retention requirements. Coordinates with the Records Management Office on retention compliance. Documents lessons learned and recommendations for future procurements involving the same scope or vendor.
• Serves as a senior subject matter expert and resource for less experienced contract specialists and contract managers within the department; reviews their work product when assigned. Provides technical guidance to business owners and program staff on contract management matters. Represents the Contract Operations department in cross-divisional and cross-agency meetings as assigned.
• Identifies and recommends process improvements within the Contract Operations department. Develops contract administration policies and procedures. Performs other duties as assigned by the Manager or Director.

Knowledge, Skills and Abilities (KSAs)

• Knowledge of:
• State of Texas procurement and contract management law, rules, policies, and best practices, including the Texas Procurement and Contract Management Guide
• Contract management, monitoring, and reporting practices for complex services contracts
• Cost and price analysis methodologies
• Federal procurement standards where applicable to HHS System contracts
• HHS System procurement processes including SCOR, CAPPS, and PCS workflows
• Skill in:
• Managing complex services contracts post-award through the full contract lifecycle
• Conducting contract monitoring activities, including identifying and addressing performance deficiencies
• Reviewing and validating invoices and deliverables against contract terms; preparing formal monitoring reports, performance reports, and contract documentation
• Negotiating contract amendments, change orders, and corrective actions with vendors
• Use of Microsoft Office, SharePoint, SCOR, CAPPS, and other contract management systems
• Written and oral communication with vendors, internal stakeholders, and oversight agencies
• Ability to:
• Independently manage a complex contract portfolio post-award; apply sound judgment to contract decisions with significant financial or operational impact
• Build and maintain effective working relationships with vendors, business owners, and oversight functions
• Adapt to shifting priorities, including fiscal year-end, biennium transitions, and emerging vendor or stakeholder issues
• Communicate effectively in writing and verbally with executive leadership, vendors, and external stakeholders