Contract Specialist V

Texas Health and Human Services · Austin, TX · 1 mo ago

Legal$5k–$7k/moContract

About the role

The Texas Health and Human Services Commission Strategic Operations Department seeks a highly qualified candidate to fill the Contract Specialist V position. The position reports to the Manager of Contract Operations. This position performs highly advanced (senior-level) contract management work. Work includes contract administration work that is not limited to overseeing the full contract life cycle, monitoring, and ensuring alignment with state procurement standards, and serves as a subject matter expert on contract performance and risk. This role may prepare and review working papers, monitor audit findings, and ensure documentation is in compliance with applicable provisions, standards, policies, and laws. Additionally, this position may provide technical assistance as needed, evaluate policy, write guidance, participate in workgroups, and develop and train others to support the Strategic Operations Department.

The Contract Specialist V is responsible for managing complex, high-value contracts that support critical agency operations for HHSC, DSHS, and DFPS. This role combines technical contract knowledge with hands-on execution and offers the opportunity to shape processes, strengthen compliance, and contribute alongside experienced contract professionals. In this role, you’ll collaborate across divisions, work closely and meet with vendors and oversight partners, and help ensure contracts deliver value, accountability, and results for the enterprise.

The ideal candidate thrives in an environment that emphasizes teamwork to achieve goals, excellence through high professional standards and personal accountability, curiosity to continuously grow and learn, critical thinking for effective execution, and integrity to do the right thing. The best candidate will support applications to change management concepts, project management, and analytical skills to identify barriers and develop solutions to improve business processes and efficiencies for Contract Operations.

Essential Job Functions

Contract Management and Execution (30%): 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, budget, and System Legal on solicitations, through contract execution, while adhering to procurement policy compliance. Prepares and routes contract execution documentation.
Contract Monitoring (30%): 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.
Reporting and Documentation (20%): 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.
Contract Close-out (15%): Conducts 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.
Stakeholder Coordination and Mentoring (5%): 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.
Other Duties As Assigned (5%): Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned. Identifies and recommends process improvements within the Contract Operations department. Develops contract administration policies and procedures. May actively participate or serve 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 alternative shift pattern assignment and/or location.

Knowledge, Skills and Abilities

Knowledge of:

State of Texas procurement and contract management law, rules, policies, and best practices, including the Texas Procurement and Contract Management Guide for contract and grant management/administration.
Business processes, process improvement, contract management/administrative systems, and contract management/administration processes.
Competitive solicitation processes and state procurement procedures, state of Texas budgeting and other financial policies and procedures.
Contract management, monitoring, and reporting practices for complex services contracts to reduce risk to the enterprise and customers.
Cost and price analysis methodologies, federal procurement standards where applicable to HHS System contracts, and 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.
Writing complex documents, policies and procedures.
Managing multiple and competing priorities.
Organizing and presenting information effectively to executive leadership and external stakeholders.
Use of computer software including, but not limited to SharePoint, CAPPS Financial, SCOR, Excel, ACCESS, HHSAS, USAS, or other governmental financial, contract management or human resources applications.

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 diverse groups and entities such as colleagues, leadership, vendors, and agencies within the enterprise.
Adapt to shifting priorities, including fiscal year-end, biennium transitions, and emerging vendor or stakeholder issues.
Problem solve and resolve conflict.
Communicate effectively in writing and verbally with executive leadership, vendors, and external stakeholders.
Establish goals and objectives while working independently and delivering results in an environment of complex organizational interactions and competing demands on staff resources.
Make independent and sound technical decisions and analyze new situations when encountered.
Learn and use sophisticated software/applications as necessary to successfully perform duties and assignments.
Interpret and apply federal and state statutes, as well as agency rules and policies in the development of guidelines, policies, and procedures.

Registrations, Licensure Requirements or Certifications

Active and valid Certified Texas Contract Manager (CTCM) certification at time of hire. CTCM must remain active throughout employment.

Initial Screening Criteria

Graduation from an accredited four-year college or university with major coursework in business administration, public administration, finance, accounting, or a related field. Experience may substitute for education on a year-for-year basis.
Three (3) years of full-time professional experience in large public sector organizations in contract development or management.
Two (2) years’ experience in contract monitoring, preferred.
Two (2) years’ experience in financial contract monitoring, preferred.
Demonstrated experience independently managing complex, high-dollar, or high-risk services contracts post-award through the full contract lifecycle.

Preferred Qualifications

Certified Texas Contract Developer (CTCD) certification.
Experience with State of Texas procurement systems including SCOR, CAPPS, and PCS workflows.
Experience managing contracts in a Texas state agency or HHS System environment.
Experience supporting legislative inquiries, audit responses, public information requests, or Sunset review activities.

Benefits

HHSC offers a comprehensive benefits package that 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 and more. Explore more details on the Benefits of Working at HHS webpage.

Schedule and Travel

This is a full-time, regular, exempt day shift position. Telework may be available. Travel is up to 10%.