Requisition Entry Coordinator

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Brief Job Description:

The IT Requisition Entry Coordinator (Program Specialist IV) report to the IT Requisition and Invoicing (REI) director within the IT Administration and Finance (ADM FIN) Acquisitions and Policy Operations department. This position performs complex consultative and technical assistance work. This position is responsible for analyzing IT-related eProcurement purchasing data. Work involves administering eProcurement processes and systems; reviewing, analyzing, and evaluating IT eProcurement data; preparing reports, responding to inquiries; and recommending and implementing appropriate action to resolve IT-related purchases and eProcurement problems. Oversees the eProcurement through the lifecycle, ensuring all eProcurement activities are accurate and completed timely. Th position works under limited supervision, with moderate latitude for the use of initiative and independent judgment.

Essential Job Functions (EJFs):

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

Creates, analyzes, and monitors IT-related eProcurements through the entire lifecycle. Creates eProcurement requisitions into the Centralized Accounting and Payroll/Personnel System (CAPPS) database system in accordance with guidelines, rules, policies, and laws. Reviews requests for completeness and compliance prior to routing requisitions for approval. Tracks and monitors requisitions to ensure deadlines are met per policy. Provides prompt feedback regarding timeliness and quality measures to IT division management. (45%)

Provides high-level technical assistance to staff and external customers by interpreting guidelines, policies and procedures, related to the e-Procurement policy and process. Responds to inquiries and requests within unit established time frames. Accurately interprets and applies regulations to specific situations. Maintains knowledge of applicable rules and regulations. Reviews, analyzes, evaluates, and responds to agency generated reports. Establishes and maintains effective working relationship with internal and external staff. (25%)

Conducts detailed, complex research and analysis of eProcurement issues. Identifies issues, makes recommendations, and resolves eProcurement problems in coordination with IT policy and procedures. Collaborates with IT division staff, other program areas, and external stakeholders on eProcurement related issues. Reviews, analyzes, and responds to escalations and inquiries made by various sources. Determines alternatives to comply with regulations while meeting agency business needs. Ensures timely communication and escalates issues to the team lead and manager of incidents which could be problematic to staff, the department, or the agency. (25%)

Serves as backup and supports other team members with workloads, attends meetings and performs other duties as assigned. (5%)

Knowledge, Skills and Abilities (KSAs):

Knowledge of procurement lifecycle.

Knowledge of Texas Health and Human Services (HHS) rules, policies, procedures, and information systems that govern procurement and contract management conducted by HHSC PCS.

Skill in customer service and communicating verbally and in writing with all levels of agency staff.

Skill in using computer software, including but not limited to Microsoft Outlook, Excel, Word, PowerPoint, and SharePoint.

Ability to gather, assemble correlate and analyze facts.

Ability to devise solutions to work related problems.

Ability to prepare concise, accurate, and reliable reports.

Ability to work independently to plan, organize, prioritize, and execute work.

Ability to produce accurate, high-quality results.

Ability to work under pressure and successfully manage multiple overlapping deadlines.

Registrations, Licensure Requirements or Certifications:

Preferred Certified Texas Contract Developer (CTCD) and Certified Texas Contract Manager (CTCM) certifications or able to obtain the certifications within 18 months of hire.

Initial Screening Criteria:

Minimum 1-year experience in procurement activities.

Minimum 1-year experience in use of CAPPS Financials.

Preferred experience in written and oral communication as demonstrated on the State application and resume.

Preferred experience using Microsoft Office applications such as Microsoft Word, PowerPoint, Excel, SharePoint, or similar products.

Additional Information:

Telework may be available based on performance, compliance with the agency's telework policy, and business requirements. Telework arrangements are subject to adjustment and change based on policy and operational requirements.

Any employment offer is contingent upon available budgeted funds. The offered salary will be determined in accordance with budgetary limits and the requirements of HHSC Human Resources Manual.

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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