Contract Specialist Job at Health & Human Services Comm
Health & Human Services Comm Austin, TX 78751
$6,579 a month
The Texas Health and Human Services Commission (HHSC) Access and Eligibility Services (AES) department is looking for individuals who want to join an exciting and dynamic team working in a high-performing and innovative environment. AES provides an integrated and streamlined approach to connect individuals to services and supports to reduce institutionalization, allow individuals to remain in their communities, and promote economic and personal self-sufficiency. AES is built on its core values of respect, ownership, collaboration, and integrity. AES strives to achieve its goals of delivering best in class customer service to clients and stakeholders; strengthening program oversight, integrity, and accuracy; seeking innovative ways to streamline and improve service delivery; creating and promoting a culture of excellence; and promoting departmental efficiencies and responsible stewardship of agency resources. Our staff are well organized; able to multi-task; possess the ability to continuously learn and improve; able to thrive in a challenging, fast-paced, and evolving environment; and have good communication skills, a positive attitude, strong work-ethic, and a desire to help others.
The Contract Specialist IV position, under the supervision of the Office of Administration (OOA)Eligibility Operations (EO) Contract Team Manager, participates and/or oversees all phases of contract procurement, management, and monitoring for designated EO services contracts and agreements, including Memorandums of Understanding (MOU) and Interagency Agreements (IAC). This position reviews and revises competitive Request for Proposals (RFPs), renewal documents, open enrollments, and other types of procurements for client services contracts. This position also writes and edits procurement documents using Health and Human Services Commission (HHSC)-approved tools, and ensures that competitive procurements meet HHSC procurement requirements, standards and timelines. This position also provides oversight, interpretation, and daily management for assigned EO contracts. Acts as the liaison between contractors and program staff. Facilitates communication and collaboration between all contract stakeholders and serves as the single point of contact for all contractual accountability activities between the State and contractors. Develops policies and procedures related to procurement and contracting activities. Reviews contractor financial and programmatic reports for compliance. Assists in the evaluation of contract risk assessments and the development of a contract monitoring plan. Serves as a subject matter expert in assigned workgroups and training activities, including developing presentations for management and staff. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment.
The Contract Specialist IV position, under the supervision of the Office of Administration (OOA)Eligibility Operations (EO) Contract Team Manager, participates and/or oversees all phases of contract procurement, management, and monitoring for designated EO services contracts and agreements, including Memorandums of Understanding (MOU) and Interagency Agreements (IAC). This position reviews and revises competitive Request for Proposals (RFPs), renewal documents, open enrollments, and other types of procurements for client services contracts. This position also writes and edits procurement documents using Health and Human Services Commission (HHSC)-approved tools, and ensures that competitive procurements meet HHSC procurement requirements, standards and timelines. This position also provides oversight, interpretation, and daily management for assigned EO contracts. Acts as the liaison between contractors and program staff. Facilitates communication and collaboration between all contract stakeholders and serves as the single point of contact for all contractual accountability activities between the State and contractors. Develops policies and procedures related to procurement and contracting activities. Reviews contractor financial and programmatic reports for compliance. Assists in the evaluation of contract risk assessments and the development of a contract monitoring plan. Serves as a subject matter expert in assigned workgroups and training activities, including developing presentations for management and staff. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment.
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with HHSC leave policy and performs other duties as assigned. All employees hired under this job posting are required to work the hours of 8AM to 5PM for the first six months of employment. Supervisors may consider alternate work schedules after the first six months of employment based on performance, responsibilities, and the needs of the team. However, alternate work schedules are not guaranteed.
This position may be considered for telework in accordance with HHSC policy, at the discretion of AES Leadership, and to meet the business need.
Supports, ensures compliance with, and behaves in a manner that reflects the AES values in support of the AES mission and vision. Must also perform other duties as assigned and necessary.
EJF1: Performs comprehensive contract management for assigned contracts. Develops policies and procedures related to procurement and contracting activities. Maintains contractor files ensuring accessibility of information. Ensures all contract closeout activities are performed according to HHSC policy. Determines the effectiveness of contractor operational and contractual compliance by developing and utilizing a standard set of assessment tools. Informs OOA management and AES leadership of significant contractor compliance and performance issues and provides recommendations for action. Participates and oversee the development of contracting activities such as, facilitating planning meetings, setting timelines and developing contract documents, including amendments and renewals. (25%)
EJF2: Develops and maintains procedures to ensure accountability and documentation related to performance measures and contract management. Completes analysis of contractor performance by synthesizing performance reports, quality management reports, technical assistance and training documentation, and other pertinent data as it relates to contractor performance. Oversees and administers enforcement of sanctions for contractors, including but not limited to the recoupment of funds, assessing penalties, withholding partial or full payments, and suspension or termination of the contract. Monitors plans of correction with other division staff to ensure improvements are sustained. Coordinates monitoring for contractual accountability activities between the State and contractors. Completes assigned monitoring reviews within assigned time frames and in accordance with the contract, state rules, federal regulations, and program guidelines. (25%)
EJF3: Establishes and maintains effective working relationships and communications with HHS staff, and other internal/external stakeholders, and provides timely responses to requests and inquiries for information. Consults with internal staff to resolve problems, identify needs, and resolve contracting matters. Communicates with supervisor, OOA management, and AES leadership in a timely manner regarding problematic situations and applies proper judgment to ensure and action taken is appropriate. (20%)
EJF4: Participates and/or leads all phases of the procurement process for services. Development of procurement and contract documents. Development on procurement-related tools. Ensures procurements follow establish HHS and state rules, standards, and timelines. Coordinates closely with internal staff to ensure contracts resulting from procurements contain appropriate program and legal requirements, and are completed in a timely manner. (15%)
EJF5: Performs written and oral communication with contractors. Ensures timely review and response on all correspondence. Coordinates and/or prepares responses to issues, inquires and correspondence concerning contractors’ functions and activities, including information needs of contractors with other divisions and other state agencies. (15%)
Attends work on a regular and predictable schedule in accordance with HHSC leave policy and performs other duties as assigned. All employees hired under this job posting are required to work the hours of 8AM to 5PM for the first six months of employment. Supervisors may consider alternate work schedules after the first six months of employment based on performance, responsibilities, and the needs of the team. However, alternate work schedules are not guaranteed.
This position may be considered for telework in accordance with HHSC policy, at the discretion of AES Leadership, and to meet the business need.
Supports, ensures compliance with, and behaves in a manner that reflects the AES values in support of the AES mission and vision. Must also perform other duties as assigned and necessary.
EJF1: Performs comprehensive contract management for assigned contracts. Develops policies and procedures related to procurement and contracting activities. Maintains contractor files ensuring accessibility of information. Ensures all contract closeout activities are performed according to HHSC policy. Determines the effectiveness of contractor operational and contractual compliance by developing and utilizing a standard set of assessment tools. Informs OOA management and AES leadership of significant contractor compliance and performance issues and provides recommendations for action. Participates and oversee the development of contracting activities such as, facilitating planning meetings, setting timelines and developing contract documents, including amendments and renewals. (25%)
EJF2: Develops and maintains procedures to ensure accountability and documentation related to performance measures and contract management. Completes analysis of contractor performance by synthesizing performance reports, quality management reports, technical assistance and training documentation, and other pertinent data as it relates to contractor performance. Oversees and administers enforcement of sanctions for contractors, including but not limited to the recoupment of funds, assessing penalties, withholding partial or full payments, and suspension or termination of the contract. Monitors plans of correction with other division staff to ensure improvements are sustained. Coordinates monitoring for contractual accountability activities between the State and contractors. Completes assigned monitoring reviews within assigned time frames and in accordance with the contract, state rules, federal regulations, and program guidelines. (25%)
EJF3: Establishes and maintains effective working relationships and communications with HHS staff, and other internal/external stakeholders, and provides timely responses to requests and inquiries for information. Consults with internal staff to resolve problems, identify needs, and resolve contracting matters. Communicates with supervisor, OOA management, and AES leadership in a timely manner regarding problematic situations and applies proper judgment to ensure and action taken is appropriate. (20%)
EJF4: Participates and/or leads all phases of the procurement process for services. Development of procurement and contract documents. Development on procurement-related tools. Ensures procurements follow establish HHS and state rules, standards, and timelines. Coordinates closely with internal staff to ensure contracts resulting from procurements contain appropriate program and legal requirements, and are completed in a timely manner. (15%)
EJF5: Performs written and oral communication with contractors. Ensures timely review and response on all correspondence. Coordinates and/or prepares responses to issues, inquires and correspondence concerning contractors’ functions and activities, including information needs of contractors with other divisions and other state agencies. (15%)
Knowledge Skills Abilities:
Knowledge of the principles and practices of contract administration and management. Knowledge of contract performance analyses and monitoring procedures. Knowledge of state and federal laws, rules, regulations, policy and procedures relevant to contracts. Skill in communicating effectively both orally and in writing. Knowledge of contracting, performance management, risk assessment and reporting.
Skill in establishing and maintaining effective working relationships. Skill in operating a personal computer. Skills in time management. Skills in project management. Skills in effective oversight to include planning, development and implementation of systems and processes. Skills in operating personal computers and in using applicable software, including Microsoft products with emphasis on the use of Excel, SharePoint and Visio.
Strong ability to write and edit correspondence, memoranda/ reports, and performance requirements related to contracting. Strong ability to recommend applicable corrective actions, to and monitor / evaluate performance based on contracting knowledge and expertise. Strong ability to communicate effectively both orally and in writing. Ability to communicate with internal and external stakeholders. Ability to develop and maintain strong working relationships. Ability to lead or facilitate workgroups. Ability to lead projects to completion in a timely manner. Ability to manage and coordinate procurement activities and management of contracts. Ability to identify and analyze problems and propose effective solutions. Ability to organize and present information effectively, both orally and in writing. Ability to prepare administrative reports and special projects as assigned. Ability to interpret policies and develop effective operating procedures. Ability to analyze and solve problems, to make decisions affecting overall departmental operations, and comprehensively and accurately evaluates reports.
Knowledge of the principles and practices of contract administration and management. Knowledge of contract performance analyses and monitoring procedures. Knowledge of state and federal laws, rules, regulations, policy and procedures relevant to contracts. Skill in communicating effectively both orally and in writing. Knowledge of contracting, performance management, risk assessment and reporting.
Skill in establishing and maintaining effective working relationships. Skill in operating a personal computer. Skills in time management. Skills in project management. Skills in effective oversight to include planning, development and implementation of systems and processes. Skills in operating personal computers and in using applicable software, including Microsoft products with emphasis on the use of Excel, SharePoint and Visio.
Strong ability to write and edit correspondence, memoranda/ reports, and performance requirements related to contracting. Strong ability to recommend applicable corrective actions, to and monitor / evaluate performance based on contracting knowledge and expertise. Strong ability to communicate effectively both orally and in writing. Ability to communicate with internal and external stakeholders. Ability to develop and maintain strong working relationships. Ability to lead or facilitate workgroups. Ability to lead projects to completion in a timely manner. Ability to manage and coordinate procurement activities and management of contracts. Ability to identify and analyze problems and propose effective solutions. Ability to organize and present information effectively, both orally and in writing. Ability to prepare administrative reports and special projects as assigned. Ability to interpret policies and develop effective operating procedures. Ability to analyze and solve problems, to make decisions affecting overall departmental operations, and comprehensively and accurately evaluates reports.
Registration or Licensure Requirements:
Certified Texas Contract Manager (CTCM) is preferred and required within 12 months of hire.
Certified Texas Contract Manager (CTCM) is preferred and required within 12 months of hire.
Initial Selection Criteria:
Graduate from an accredited university or college with a bachelor's degree.
Applicants without a degree may substitute experience on a year for year basis. Experience with contract management, program management, and/or project management.
Graduate from an accredited university or college with a bachelor's degree.
Applicants without a degree may substitute experience on a year for year basis. Experience with contract management, program management, and/or project management.
Additional Information:
Applicants may not have a history of substantiated fraudulent activity against HHSC or any programs it administers. Applicants who have a non-fraud over payment with an outstanding balance must agree to repay the over payment balance as a condition of employment. HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work. In compliance with the Americans with Disabilities Act (ADA),
HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview. The Texas Health and Human Services Commission is committed to hiring veterans and creating a work environment that values and retains the skills that service members bring to the job. A veteran is an individual who has served in *the Army, Navy, Air Force, Coast Guard, or Marine Corps of the United States or the United States Public Health Service under 42 U.S.C. Section 201 et seq., as amended; *the Texas military forces as defined by Section 437.001 of
Texas Government Code; or *an auxiliary service of one of those branches of the armed forces; and *has been honorably discharged from the branch of the service in which the person served. For more information see the
Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.
VETERANS: Use your military skills to qualify for this position or other jobs! Go to www.texasskillstowork.com to translate your military work experience and training courses into civilian job terms, qualifications and skill sets. Also, you can compare this position to military occupations (MOS) at the Texas State Auditor’s Office by pasting this link into your browser: http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx. For more information on military occupational specialty codes, see the Military Crosswalk Guide.
Applicants may not have a history of substantiated fraudulent activity against HHSC or any programs it administers. Applicants who have a non-fraud over payment with an outstanding balance must agree to repay the over payment balance as a condition of employment. HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work. In compliance with the Americans with Disabilities Act (ADA),
HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview. The Texas Health and Human Services Commission is committed to hiring veterans and creating a work environment that values and retains the skills that service members bring to the job. A veteran is an individual who has served in *the Army, Navy, Air Force, Coast Guard, or Marine Corps of the United States or the United States Public Health Service under 42 U.S.C. Section 201 et seq., as amended; *the Texas military forces as defined by Section 437.001 of
Texas Government Code; or *an auxiliary service of one of those branches of the armed forces; and *has been honorably discharged from the branch of the service in which the person served. For more information see the
Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.
VETERANS: Use your military skills to qualify for this position or other jobs! Go to www.texasskillstowork.com to translate your military work experience and training courses into civilian job terms, qualifications and skill sets. Also, you can compare this position to military occupations (MOS) at the Texas State Auditor’s Office by pasting this link into your browser: http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx. For more information on military occupational specialty codes, see the Military Crosswalk Guide.
MOS Code:
51C, LS, SK, 3044, 6C0X1
51C, LS, SK, 3044, 6C0X1
Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.
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