Contract Administration Mgr I

Contract Administration Mgr I
The Texas Health and Human Services Commission (HHSC) seeks highly qualified candidates to fill the Contract Administration Manager position within Access and Eligibility Services (AES), Office of Administration (OoA). AES is driven by its mission to connect Texans to services by helping individuals and families in need of food, medical care, cash assistance and other social services. The ideal candidate will thrive in an environment that emphasizes innovation through new ideas, striving for excellence, taking pride in your work, embracing differences as a source of strength, accomplishing more through partnership, leading by example, and ongoing continuous improvement.
Under the direct supervision of the OoA Community Access Contract Director, the Contract Administration Manager performs advanced (senior-level) contract administration work. The position provides comprehensive oversight, leadership, and strategic planning for a portfolio of AES contracts. Responsibilities include overseeing the work of contract management professionals towards the achievement of contracting objectives and goals; development and maintenance of the internal contracting standards; developing relationships across divisions and agencies to ensure program, project, and contract activities are collaborative and coordinated among impacted parties; development of short and long-term strategies and goals for the administration of contracts; ensuring accountability and responsibility for performance results; exercising sound judgment in making critical decisions and analyzing complex information; interpreting state and federal laws, rules and regulations; applying appropriate intervention and administrative remedies; development of comprehensive plans and standards for ensuring procurements, contracts, and amendments are developed thoughtfully and executed expeditiously; and ensuring all procurement and contract-related tasks are performed with the highest level of accuracy and in accordance with HHSC standards.
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. Supports, ensures compliance with, and conducts in a manner that reflects the AES values in support of the AES mission and vision. Must also perform other duties as assigned as necessary.
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. Supports, ensures compliance with, and conducts in a manner that reflects the AES values in support of the AES mission and vision. Must also perform other duties as assigned as necessary.
EJF1. Oversees the operations and activities of managing and monitoring contract performance. Oversees the coordination and communication, individually and collectively, with AES program area staff, contractors, and state and local agencies to identify needs, resolve problems, and monitor and discuss effectiveness of programs and services. Leads a team of contracting professionals to initiate, manage, and perform contract management and monitoring activities to determine if contracts follow the terms and conditions of the contract, including applicable state and federal regulations to ensure contract compliance. Examines and analyzes management operations, internal control structures and systems, and accounting records for reliability, adequacy, accuracy, efficiency, and compliance with contract and legal regulations. Provides consultation and technical assistance to contractors on contract issues to prevent non-compliance. Has a comprehensive knowledgebase of the contract life cycle. Possess experience in the development of contracts, contract amendments, and MOUs. Evaluates system and process controls to ensure reliable validation of deliverables and assesses progress toward successful completion of performance requirements and outcomes. (25%)
EJF2. Participates in the analysis of contractual issues and oversees the preparation of reports of findings and recommendations. Reviews contractors’ data from multiple data systems for all service areas, determine trends, and makes recommendations for improvements and/or plans of correction to resolve operational and compliance problems. Coordinates and/or prepares responses to issues, inquiries and correspondence concerning contractor’s functions and activities. Collaborates with program area staff to coordinate reviews, consultation, and technical assistance. Meets with contractors and representatives of governmental agencies to answer contract questions. Monitors plans of correction to ensure improvements are sustained. Develops tools and resources to ensure compliance and efficiencies in contract management. Provides input on or develops standardized management or administration protocols, metrics, compliance guides, handbooks, or tools. Oversees development of contract monitoring tools and resources. (25%)
EJF3. Engages team members and provides direction, technical guidance, and coaching to promote the professional growth and development and fosters leadership within the team. Assigns and supervises and validates the work of the team and peers. The position is responsible for hiring and developing strong teams, managing and assigning work, completing performance evaluations, recommending personnel disciplinary actions, approving leave, managing and developing staff utilizing performance data, consultation, training, and performance appraisal. Develop and or conduct training and develop staff training plans that align with the team members professional goals and career development. May serve as a backup for peers and/or team members as needed. (25%)
EJF4. In coordination with the contract finance and program staff, ensures the completion of the risk assessment tool for all applicable contracts to prioritize monitoring activities and establish monitoring plans. Coordinates with the contract monitoring team and other internal stakeholders to document the contracts that will be monitored during and established timeframe, document the monitoring activities developed for individual contracts based on the complexity, value, and risk of the contract, and tracks the status and progress of monitoring or enhances monitoring requirements. (15%)
EJF5. Facilitates contract termination and closeout activities, including the review and analysis of all program reports and actions, equipment reconciliation (if applicable), and record disposition in accordance with the contract terms. (5%)
EJF6. Serves as a Contract SME and participates on committees regarding assigned contract/program area, division statewide initiatives, and redesign of contract related processes, to include the development and implementation of effective techniques for evaluating contract performance and compliance to ensure successful projects. (5%)
Knowledge Skills Abilities
Knowledge of the principles and practices of contract administration, management, contract performance analyses, and monitoring procedures.
Knowledge of state and federal laws, rules, regulations, policies and procedures relevant to contracts and grants, and experience or knowledge of the operations of governmental, non-profit, and for-profit entities.
Ability to communicate effectively both orally and in writing; and the ability to deal effectively, courteously, and discretely with staff and the public through telephone, email, and personal contact.
Skill in establishing and maintaining strong and effective collaborative relationships.
Ability to exercise sound judgment in making critical decisions, analyze complex problems and develop or propose effective solutions, and effectively demonstrate negotiation, mediation, facilitation skills.
Ability to analyze, evaluate, and summarize management records for accuracy and conformance to procedures, rules, and regulations and to draft clear and concise reports and correspondence regarding findings.
Skills and experience in time management. project management, and effective oversight to include planning, development and implementation of systems and processes.
Ability to work independently within the context of role expectations and responsibilities, and the ability to maintain confidential information.
Skill in the use of standard office equipment and Microsoft software and meeting platforms.
Registration Or Licensure Requirements
Must possess a current and valid Certified Texas Contract Manager (CTCM) certification issued by the Texas Comptroller's Office or secure CTCM within 12 months of hire date.
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.
Completeness of Application
Experience in contract management, contract administration, program management, and/or project management.
Additional Information
Telework may be considered for this position in accordance with HHSC policy and at the discretion of AES Leadership to meet business needs.
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
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.
I-9 Form - Click here to download the I-9 form.
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.