Dept of State Health Services
Contract Administration Mgr I
Dept of State Health Services, Austin, TX, United States
Job Description:
Brief Job Description:
Works under the direction of the Contract Management Section Director. Responsibilities include contracts management and oversight on high risk contracts for the agency, quality assurance monitoring and development of a written enhanced monitoring plan, development of a written and defined communication plan with the contractor, will review status/progress reports from the contractor, provide documented technical assistance. Prepare agency wide contract reporting for management and DSHS executive leadership. Serve as point of contact between agency management, internal and external customers related to internal operations of the CMS.
Assure timely communications with contractors, program staff, and agency staff and collaborate with Contract Oversight Section regarding contractor performance and related issues. Establishes processes and working relationships with the DSHS programs that ensure high quality internal and external customer service related to client services contracts. Works under limited supervision with moderate latitude for the use of initiative and independent judgment. May assign and/or supervise the work of others
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
(30%) Responsible for the management and oversight of high risk client services contracts for DSHS. Conduct quality assurance monitoring and development of a written enhanced monitoring plan, development of a written and defined communication plan with the contractor and will review status/progress reports from the contractor, provide documented technical assistance. Assures adequate and timely communications with contractors, program staff, and agency staff and coordinate with HHSC Contract Oversight Section regarding contractor performance and related issues. Establish processes and working relationships with the DSHS programs that ensure high quality internal and external customer service related to client services contracts. Provide contractors with technical assistance to improve performance. Review and assess policies and procedures for effectiveness in reducing community barriers to care and improving client access. Develops short and long-term strategies and priorities to assess the quality of contract activities. Develops and assures accurate and complete reports for management and DSHS executive leadership.
(25%) Provides the leadership, planning, and direction of all audit activities, quality management, and contract management activities. Serve as the single point of contact for all audits performed on DSHS including but not limited to state, federal, and internal audits. Direct audit activities by coordinating with internal staff along with programs across the agency in response to audit requests. Ensure DSHS complies with federal and state regulations to ensure agency compliance. Based on audit results provide recommendations to the Section Director regarding new policies and procedures.
(20%) Responsible for high risk and complex procurements to ensure that the appropriate contract requirements are encompassed. Integrating program/federal funding requirements; involving appropriate staff from HHSC PCS, HHSC COS, HHSC OCC, and programs across the agency. Provide coordination and the preparation and submission of the section requests for proposals (RFPs). Ensures RFPs are consistent with best practices, are fair and equitable. Coordinates the administrative tasks associated with non-competitive contract awards and non-competitive renewal of contracts. Plan and coordinate the implementation of orientation, training and education activities and communication strategies to enable contractors to meet contractual requirements and priorities and to address urgent issues or concerns. Recommend budget allocations for proposed contract agreements, negotiates, monitors, and reviews budget allocations with managements; and provides budget forecast. Plans and implements routine and special technical assistance activities to support contractor knowledge and performance.
(15%) Resolves problems and implements decisions; assures DSHS policy, procedures and standards are followed. Directs the activities and assignments of the Contract Management Section. Develops and assures accurate and complete reports for contractors/providers and program staff. Initiates and manages changes when necessary. Solicits feedback from customers/staff; delegates appropriately; and guides staff. In the absence of the Section Director or Management staff, lead and manage personnel. Plan, assign, track and supervise the work of others in order to meet strict deadlines. Assist the Section Director in hiring, developing, writing, and administering performance evaluations and plans with staff.
(10%) Represents the department by making presentations, providing information and testimony, collaborating with stakeholders, state agencies, internal audit and federal partners. Actively participating and/or serving 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 alternate shift pattern assignment and/or location.
Knowledge Skills Abilities:
Knowledge of state guidelines and best practices for contracting public health services.
Knowledge of principles and practices in quality assurance monitoring and assessment.
Knowledge of DSHS prevention and preparedness programs and activities.
Knowledge of quality improvement principles and practices for client services.
Knowledge of related state and federal laws, regulations, policies, rules and requirements
Knowledge of Texas legislative process and public accountability systems
Knowledge of strategic planning, budget management, human resource management, and project management
Knowledge of the principles of leadership and how to effectively interact with various leadership styles
Skill in communication, orally and in writing.
Skills in strategic planning for meeting statewide community health objectives.
Skills in designing and implementing technical assistance and professional education activities for community health care providers.
Skill in managing multiple and competing priorities
Skill in identifying problems, evaluating alternatives, and implementing solutions
Skill in working collaboratively and cooperatively with diverse groups
Ability to think creatively and support creative thinking in others
Ability to establish goals and objectives
Ability to plan, assign, and evaluate the work of others
Ability to effectively manage and motivate staff
Ability to establish effective working relationships with staff at all levels of an organization, agencies, providers, stakeholders and elected officials.
Ability to make timely and effective decisions and produce results through planning and evaluation of policies and programs
Ability to develop and implement effective customer service systems
Ability to interpret data and develop effective operating procedures
Ability to organize and present information effectively, both orally and in writing
Ability to lead in an environment of change
Ability to build effective work teams
Ability to comprehensively and accurately evaluate reports
Registration or Licensure Requirements:
Certified Texas Contract Manager (CTCM) is required.
Initial Selection Criteria:
At least 5 years experience in Contract Management.
Experience in maintaining operating budget.
Supervisory experience in the Contract Management arena.
Additional Information:
MOS Code:
51C, LS, SK, 3044, 6C0X1
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.
Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS
Brief Job Description:
Works under the direction of the Contract Management Section Director. Responsibilities include contracts management and oversight on high risk contracts for the agency, quality assurance monitoring and development of a written enhanced monitoring plan, development of a written and defined communication plan with the contractor, will review status/progress reports from the contractor, provide documented technical assistance. Prepare agency wide contract reporting for management and DSHS executive leadership. Serve as point of contact between agency management, internal and external customers related to internal operations of the CMS.
Assure timely communications with contractors, program staff, and agency staff and collaborate with Contract Oversight Section regarding contractor performance and related issues. Establishes processes and working relationships with the DSHS programs that ensure high quality internal and external customer service related to client services contracts. Works under limited supervision with moderate latitude for the use of initiative and independent judgment. May assign and/or supervise the work of others
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
(30%) Responsible for the management and oversight of high risk client services contracts for DSHS. Conduct quality assurance monitoring and development of a written enhanced monitoring plan, development of a written and defined communication plan with the contractor and will review status/progress reports from the contractor, provide documented technical assistance. Assures adequate and timely communications with contractors, program staff, and agency staff and coordinate with HHSC Contract Oversight Section regarding contractor performance and related issues. Establish processes and working relationships with the DSHS programs that ensure high quality internal and external customer service related to client services contracts. Provide contractors with technical assistance to improve performance. Review and assess policies and procedures for effectiveness in reducing community barriers to care and improving client access. Develops short and long-term strategies and priorities to assess the quality of contract activities. Develops and assures accurate and complete reports for management and DSHS executive leadership.
(25%) Provides the leadership, planning, and direction of all audit activities, quality management, and contract management activities. Serve as the single point of contact for all audits performed on DSHS including but not limited to state, federal, and internal audits. Direct audit activities by coordinating with internal staff along with programs across the agency in response to audit requests. Ensure DSHS complies with federal and state regulations to ensure agency compliance. Based on audit results provide recommendations to the Section Director regarding new policies and procedures.
(20%) Responsible for high risk and complex procurements to ensure that the appropriate contract requirements are encompassed. Integrating program/federal funding requirements; involving appropriate staff from HHSC PCS, HHSC COS, HHSC OCC, and programs across the agency. Provide coordination and the preparation and submission of the section requests for proposals (RFPs). Ensures RFPs are consistent with best practices, are fair and equitable. Coordinates the administrative tasks associated with non-competitive contract awards and non-competitive renewal of contracts. Plan and coordinate the implementation of orientation, training and education activities and communication strategies to enable contractors to meet contractual requirements and priorities and to address urgent issues or concerns. Recommend budget allocations for proposed contract agreements, negotiates, monitors, and reviews budget allocations with managements; and provides budget forecast. Plans and implements routine and special technical assistance activities to support contractor knowledge and performance.
(15%) Resolves problems and implements decisions; assures DSHS policy, procedures and standards are followed. Directs the activities and assignments of the Contract Management Section. Develops and assures accurate and complete reports for contractors/providers and program staff. Initiates and manages changes when necessary. Solicits feedback from customers/staff; delegates appropriately; and guides staff. In the absence of the Section Director or Management staff, lead and manage personnel. Plan, assign, track and supervise the work of others in order to meet strict deadlines. Assist the Section Director in hiring, developing, writing, and administering performance evaluations and plans with staff.
(10%) Represents the department by making presentations, providing information and testimony, collaborating with stakeholders, state agencies, internal audit and federal partners. Actively participating and/or serving 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 alternate shift pattern assignment and/or location.
Knowledge Skills Abilities:
Knowledge of state guidelines and best practices for contracting public health services.
Knowledge of principles and practices in quality assurance monitoring and assessment.
Knowledge of DSHS prevention and preparedness programs and activities.
Knowledge of quality improvement principles and practices for client services.
Knowledge of related state and federal laws, regulations, policies, rules and requirements
Knowledge of Texas legislative process and public accountability systems
Knowledge of strategic planning, budget management, human resource management, and project management
Knowledge of the principles of leadership and how to effectively interact with various leadership styles
Skill in communication, orally and in writing.
Skills in strategic planning for meeting statewide community health objectives.
Skills in designing and implementing technical assistance and professional education activities for community health care providers.
Skill in managing multiple and competing priorities
Skill in identifying problems, evaluating alternatives, and implementing solutions
Skill in working collaboratively and cooperatively with diverse groups
Ability to think creatively and support creative thinking in others
Ability to establish goals and objectives
Ability to plan, assign, and evaluate the work of others
Ability to effectively manage and motivate staff
Ability to establish effective working relationships with staff at all levels of an organization, agencies, providers, stakeholders and elected officials.
Ability to make timely and effective decisions and produce results through planning and evaluation of policies and programs
Ability to develop and implement effective customer service systems
Ability to interpret data and develop effective operating procedures
Ability to organize and present information effectively, both orally and in writing
Ability to lead in an environment of change
Ability to build effective work teams
Ability to comprehensively and accurately evaluate reports
Registration or Licensure Requirements:
Certified Texas Contract Manager (CTCM) is required.
Initial Selection Criteria:
At least 5 years experience in Contract Management.
Experience in maintaining operating budget.
Supervisory experience in the Contract Management arena.
Additional Information:
MOS Code:
51C, LS, SK, 3044, 6C0X1
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.
Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS