Contract Administrator - Austin, United States - The Texas Division of Emergency Management (TDEM)

The Texas Division of Emergency Management (TDEM) Austin, United States

3 weeks ago

Description

Job Title
Contract Administrator

Agency
Texas Division of Emergency Management

Department
Contracts

Proposed Minimum Salary
$5,417.00 monthly

Job Location
Austin, Texas

Job Type
Staff

Job Description

GENERAL DESCRIPTION:

The Texas Division of Emergency Management (TDEM) is an emergency response entity, and this status can affect working hours, travel and changes in duties as needed. Extended hours may be required on occasion.

This position will provide customer-oriented focus while working with staff and stakeholders in the development and management of a broad range of contracts for TDEM. Work involves maintaining effective working relationships with various levels of management within TDEM, other project stakeholders, state agencies, private sector and/or the federal government to ensure the full execution and compliance of contract development. Coordinate, evaluate, plan, and develop standard and contingency contracts at various levels of completion for use by TDEM during a disaster, emergency, or incident response. Monitor the progress and schedule of contracts. Facilitate the contract administration process, including data entry into contract management logs, maintenance of paper files, routing and approvals, and monitoring existing contracts. Set up and maintain account controls and records, and monthly/year end process and reports, etc. Works under minimal supervision, with some latitude for the use of initiative and independent judgment. Reports to the Unit Chief, Contracts.

This position is located in Austin, TX and is not subject to telecommuting.

Salary Range:

$5, $6,083.00 monthly

$65, $73,000.00 annually

ESSENTIAL JOB DUTIES AND RESPONSIBLITIES:

Oversee the development and/or assists in the development of solicitations, contracts, and amendments by identifying provider resources, describing services to be rendered, and evaluating information supplied by bidders in coordination with the Texas Comptroller's office. Prepares scope of work and specifications, drafts contracts, reviews terms and conditions, and makes recommendations. Ensures contracts comply with Federal and State laws and other policy guidelines.
Creates, coordinates approval of, and posts bid solicitation packages in accordance with state, system and TDEM policies and procedures. Reviews bid responses to ensure that vendor submissions meet all requirements and are responsive. Communicates bid response evaluation to stakeholders and coordinates and oversees evaluation team meetings. Prepares bid evaluation matrices and consolidates team responses into overall bid evaluation matrix. Ensure all required documentation is part of the bid package file.
Oversee and/or assist in the development of bid evaluation criteria and requests and coordinates the modification of solicitation, contract boilerplate, and other contract-related documents.
Based on outcomes of bid evaluations, creates and coordinates approval of contracts/purchase orders including ensuring all required documentation is part of the contract file. Makes contract awards and ensures proper posting is completed.
Monitors status of contracts, including contract expirations, renewals, and extensions, and maintains contract files on databases and logs.
Oversee the coordination and facilitation of contract-related meetings.
Review and/or conduct needs assessments to determine requirements for the purchase of goods or services and/or development of new contracts and contingency contracts.
Compile and distribute standard/emergency/contingency contract information, status reports and estimated contract expenditures.
Oversee the in the development of and coordinate modifications to contracts and renewals of contracts.
Monitors contract performance by examining billings, fiscal data, and eligibility determinations for compliance with terms of contract and policies and recommends cancellation of contracts when deviations occur; may also monitor vendor performance per statewide established guidelines and report vendor performance as required.
Assists TDEM staff contract stakeholders with preparation and submission of requisitions, change order requisitions, and invoice receiving in AggieBuy.
Monitor legal and regulatory requirements pertaining to contracting.
Identifies and provides training for TDEM staff on procurement and AggieBuy processes.
Communicates regularly with stakeholders to facilitate and understand desired outcomes and ensure information is correct and meets expectations.
As directed, submit contracts to LBB and Texas Ethics Commission per system and state regulation.
Complete PO/contract close outs timely
Audit invoices for accuracy and receipt of goods/services with PO/Contract.
May assist with emergency purchases and report to the State Operations Center as needed to provide support during an activation.
Assists in administration and analysis of project budgets and other related tasks.
Researches and reconciles invoice discrepancies.
Performs related work and other duties as assigned.
Ability to travel (10%).
Face-to-face and person-to-person interactions are required.
Maintains a regular course of attendance during authorized work schedule and work extended hours when needed.

This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.

MINIMUM QUALIFICATIONS:

Education - Bachelor's degree in Business Administration or related coursework with emphasis in Auditing/Accounting, Finance, Business Management, or Public Administration or an equivalent combination of education and experience.

Experience - Minimum of five (5) years in business or contracts administering progressively responsible work in areas of accounting, business, finance reporting, financial systems, purchasing, contract development or contract administration.

Preferred Experience - Experience performing similar work for the State of Texas.

*Relevant work experience may be substituted in lieu of education requirements on a year-for-year basis, with one (1) year experience equivalent to thirty (30) semester hours. A completed advanced degree may also be substituted in lieu of work experience.

KNOWLEDGE, SKILLS,AND ABILITIES:

Must be organized, flexible, and able to effectively prioritize in a multi-demand and constantly changing environment; able to meet multiple and sometimes conflicting deadlines without sacrificing accuracy, timeliness, or professionalism.
Ability to effectively communicate, verbally and non-verbally, with tact and diplomacy; able to understand and effectively apply complex oral and written instructions and procedures.
Ability to construct and deliver clear, concise, and professional presentations and documents to a variety of audiences and/or individuals.
Knowledge of contracting and procurement regulations, business administration, accounting principles and practices and of policies and procedures related to contract management.
Ability to develop, evaluate, and edit contract requirements and specifications; to examine billings, fiscal data, and eligibility determinations for compliance with terms of the contract and policies and recommends cancellation of contracts when deviations occur.
Ability to quickly and efficiently access relevant information and be able to utilize and/or present research and conclusions in a clear and concise manner.
Working knowledge of, or the ability to rapidly assimilate and/or interpret information related to TDEM, State, and Federal regulations, legislation, guidelines, policies, and procedures.
Ability to examine data/information, discern variations/similarities, and be able to identify trends, relationships, and causal factors, as well as grasp issues, draw accurate conclusions, and solve problems.
Must exhibit and promote teamwork.
Ability to responsibly handle sensitive and confidential information and adhere to applicable laws/statutes/policies related to access, maintenance, and dissemination of information.
Ability to work extended or non-traditional hours such as evenings, weekends, special events, etc., including the ability to operate outside of normal working hours when needed.
Skill in the use of a computer and applicable software.

REGISTRATION, CERTIFICATION OR LICENSURE:

Requisite within twelve (12) months of employment to attain certification as a Certified Texas Contract Developer (CTCD).
Must complete ICS-100, ICS-200, ICS-700, and ICS-800 within twelve (12) months of employment.
Must complete ICS-300, ICS-400, FEMA Professional Series and ICS All Hazards Incident Management Course (305) or position specific training courses required within eighteen (18) months of employment.

Additional Military Crosswalk (occupational specialty code) information can be accessed at:

Resumes are not accepted in lieu of an application.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution's verification of credentials and/or other information required by the institution's procedures, including the completion of the criminal history check.

Equal Opportunity/Affirmative Action/Veterans/Disability Employer.

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