Brief job description:
Under the supervision of the CMS Monitoring Branch Manager, contract manager provides leadership and support in contract management by participating in contracting activities such as quality management and extensive post-execution monitoring to support DSHS agency contracts. With minimal supervision, and with extensive latitude for the use of initiative and independent judgment, the contract monitoring manager performs highly advanced, senior level, technical and consultative work related to contract development to closeout within the Contract Management Section (CMS).
Responsible for tracking contract execution, ensuring risk assessment compliance, reviewing, and tracking receipt of contract performance reports, deliverables, monitoring events, and other pertinent data as it relates to contractor performance. Maintain thorough and up to date documentation in the agency System of Contract Operations and Reporting (SCOR. Responsible for implementing goals and objectives; developing contract guidelines, policies, and procedures; developing schedules, priorities, and standards for achieving established contract requirements; monitoring contract compliance with federal and state laws, rules, regulations, guidelines, policies, and procedures.
Provides high-quality customer service to external and internal customers by providing prompt responses to inquiries, taking the initiative to solve problems, exercising flexibility, continuing to seek improvements, and provide training and technical assistance when applicable.
Essential Job Functions:
EJF 1. Performs the monitoring and maintenance of contract reporting and tracking databases, including detailed quality assurance and analysis of key contract requirements. Track the execution status of contracts and amendments, perform regular data analysis of contract information in the SCOR contracting system. Facilitates collaboration between CMS contract manager and CMS contract finance manager regularly to coordinate risk assessments, deliverable tracking, and confirmation of contract monitoring events post-execution. Routine communication and follow up with internal and external partners to ensure contract compliance. Coordinate contract closeout activities including SCOR audit of all documentation, confirmation of financial close out activities, and preparation of contract close out packet. Ensures all contract closeout activities are performed according to DSHS policy. Assist with analysis of contractor performance by reviewing contractor expenditure data, performance reports, technical assistance and training documentation, and other pertinent data as it relates to contractor performance when assigned. (35%)
EJF 2. Coordinates the risk assessment process for contract monitoring and planning. Facilitate collaborative meetings with Program subject matter experts and assigned contract manager to determine monitoring events schedule and finalize monitoring plan. Coordinate monitoring reviews to encompass both financial and programmatic compliance. Performs SCOR audit and work with all pertinent parties to resolve identified issues outlining criteria/requirements/processes and recommending appropriate dispositions. (20%)
EJF 3. Prepare highly professional management reports for contracts on a weekly basis, including special report requests, all completed within critical timelines and with a high degree of accuracy to track contract milestones. Maintain contract information using Microsoft Excel to compile data, add necessary formulas/calculations, and format final output for proper intended audience. Communicates the results and recommends actions on a routine basis to program and other Department staff as appropriate. (20%)
EJF 4. Provides excellent customer service through written and oral communication with contractors. Develop and process program correspondence to contractor announcing programmatic reviews associated with contract monitoring events. Coordinates and participate in the desk review process post execution to review reports or other documents submitted when assigned. Review internal controls and financial records to monitor contractor compliance. Coordinates resolution of contractor issues, communicates to appropriate contractor and internal staff, and ensures implementation and resolution of contract sanctions or corrective action plans. As needed, monitors contract performance by examining billings, fiscal data, and eligibility determinations for compliance with terms of contract and policies. Provides guidance to internal and external customers regarding contract administration, policies, and procedures. Identifies training needs and determines how training should be conducted. (10%)
EJF 5. Participates in the development of contract administration policies and procedures. Responsibilities include implementing goals and objectives to support agency-wide strategic plans, polices, and procedures. Serves as subject matter expert related to contract management on assigned workgroups in coordination with Grant management, accounting units, legal, Independent Fiscal Support and Oversight, and division programs. Manage special projects as required or requested. Prepare special correspondence or reports, analyze data, and compile statistical reports or surveys using Word and Excel or other word processing and spreadsheet applications.(10%)
EJF 6. Other duties as assigned, including but not limited to actively participating and/or serving in a supporting role to meet the agencys 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. (5%)
Knowledge, Skills, and Abilities (KSAs):
Knowledge of DSHS programs, applicable standards, policies, functions, and the mission and agency role in meeting the program's health objectives and priority health outcomes.
Knowledge of contracting regulations, of business administration and accounting principles and practices, and of policies and procedures of contract management and administration.
Knowledge of audit principles, process improvement, and quality management.
Knowledge of the State of Texas budgeting and other financial policies and procedures.
Knowledge of state and federal legislation as they relate to DSHS services and state and federal laws, agency regulations, policies, rules, and requirements pertaining to the provision of health services.
Skill in communication including the effective organization and presentation of information, both orally and in writing.
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