Contract Administration Manager !

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package 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.

Brief Job Description:

The Texas Health and Human Services Commission (HHSC) seeks a highly qualified candidate to fill the Contract Administration Manager position within Access and Eligibility Services (AES), Office of Administration (OA). 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 OA Community Access Contract Director, the Contract Administration Manager performs advanced (senior-level) contract administration work with the highest level of accuracy, timeliness, and in accordance with HHSC standards. This 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 correctly 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 (EJFs):

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, grantees and contractors, and state and local agencies to identify needs, resolve problems, and monitor and discuss effectiveness of programs and services. Leads a team of contract management professionals to initiate, manage, and perform contract management and monitoring activities to ensure 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, budgets, and invoice records for reliability, adequacy, accuracy, efficiency, and compliance with contract and legal regulations. Provides consultation and technical assistance to grantees and contractors pertaining to contract issues to ensure compliance with the requirements in the contracts. Has a comprehensive knowledgebase of the contract life cycle. Possess experience in the development of different types of contracts, contract amendments, and MOUs. Has knowledge and understanding or required contract management forms, policies, and procedures associated with contract management and oversight requirements. Evaluates system and process controls to ensure reliable validation of deliverables and assesses progress toward successful completion of contract 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 grantees, contractors, and representatives of governmental agencies to answer contract questions. Monitors plans of correction to ensure implementation and sustained improvements. Develops tools and resources to ensure compliance and efficiencies in the management and oversight of the contracts and the team. Provides input on or develops standardized management or administration protocols, metrics, compliance guides, handbooks, or tools. Oversees the development of tools and resources used to manage contract compliance and performance and oversight of their teams required contract management activities. (20%)

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, supervises, and validates the work of the team and peers, as well providing hands on support for priority projects and deadlines as needed. 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 employee performance reviews. Develop and conduct training and develop staff training plans that align with the individual team members’ needs, professional goals and career development. May serve as a backup for peers and/or team members as needed. (20%)

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, enhanced monitoring requirements. Oversees the contract managers responsibilities for fiscal or programmatic monitoring to ensure the monitoring activities and disallowed costs, if applicable, and makes recommendations for continued oversight or enhanced monitoring as needed. (15%)

EJF5. Responsible for generating reports to oversee expiring contracts and necessary contract actions or closeout activities. Ensures appropriate staff is aware of upcoming procurements, amendments, contract termination, if applicable. Facilitates and provides guidance on procurement activities, contract amendments, contract termination, annual reconciliation or final 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. (10%)

EJF6. Serves as a contract subject matter expert (SME) and participates in procurement activities, workgroups, and committees for assigned contract/program areas, division statewide initiatives, and redesign of contract related processes which includes, but is not limited to, the development and implementation of effective techniques for evaluating contract performance and compliance to ensure successful contracts and projects. (10%)

Knowledge, Skills and Abilities (KSAs):

Knowledge of:

• The principles and practices of contract administration, contract management, contract performance analyses, and monitoring processes and procedures.
• 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.

Skill in:

• Skills and experience in time management. project management, and effective oversight to include planning, development and implementation of systems and processes.
• In the use of standard office equipment and Microsoft software and meeting platforms.

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 in-person.
• Establish and maintain strong and effective collaborative relationships.
• Exercise sound judgment in making critical decisions, analyze and complex problems and develop or propose effective solutions, and effectively demonstrate mediation, negotiation, and facilitation skills.
• 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.
Work independently within the context of role expectations and responsibilities, and the ability to maintain confidential information.

Registrations, Licensure Requirements or Certifications:

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 Screening 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 in contract administration, contract management, grants management, program management, and/or project management.

Additional Information:

The work schedule for this position is 8:00 am - 5:00 pm, Monday - Friday.

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.

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Active Duty, Military, Reservists, Guardsmen, and Veterans:

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS 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.

Pre-Employment Checks and Work Eligibility:

Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.

HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form