Contract Administration Mgr I - Austin, United States - Texas Department of Aging & Disability Services

Description

Job Description:

Contract Administration Mgr I

The Contract Administration Manager I works under the direction of the Community-Based Care Operations Contract Administration Manager II for DFPS.

This position performs advanced (senior-level) contract administration work involving the oversight, execution, and administration of large-scope or high-dollar contracts by defining requirements and negotiating, awarding, developing, and monitoring of the Single Source Continuum Contractors (SSCC).

The position coordinates quality assurance activities.

The position develops and reviews statements of work, including specifications, key performance measures, and special terms and conditions for the development of new or amended contracts.

Works under limited supervision, with considerable latitude for the use of initiative and independent judgment.

Essential Job Functions:

Oversees or prepares the scope of work, specifications, and conditions for new contracts; prepares contracts; leads negotiation strategies; and awards new contracts.

• Responsible for drafting scopes of work, specifications, terms and conditions and contract language.
• Serves as lead negotiator for Community-Based Care contracts, including maintaining records of negotiation decisions.
• Works with Legal, Finance and other agency program areas to ensure that contracts contain all necessary information.
• Provides oversight of preparing and execution of awarded contracts.
• Oversees the operations and activities of monitoring contract performance, including developing and tracking key metrics.
• Responsible for overseeing the monitoring of contractor performance and participates with the development of contract management and administration policies, processes, and procedures.
• Completes appropriate reports and documentation related to contract planning and tracking.
• Monitors legal and regulatory requirements pertaining to the performance of contract management.
• Participates with the development of methods for tracking contract performance and reports on metrics and outcomes.
• Supports the calculation and enforcement of financial incentives and remedies under a performance-based contract.

Oversees or conducts on-site visits to contractors to examine billings, fiscal data, and eligibility determinations for compliance with contract terms and agency policies.

• Provides guidance and direction to staff performing contractor compliance reviews with contracts terms and policies.
• Provides oversight of desk reviews and on-site reviews performed on contractors.
• Oversees compliance reviews of contractors, including invoicing, billing, fiscal data, and eligibility determinations.
• Conducts readiness and implementation reviews of contractors.

Oversees and coordinates the processing of contract documents to ensure that management understands and authorizes contract terms.

• Responsible for oversight of contract documents and briefs the management of changes or modifications to contract documents.
• Ensures changes to contract terms are approved and authorized in accordance with agency requirements.

Develops short- and long-term strategies and goals for the administration of assigned contracts.

• Provides a broad range of services across multiple organizational departments, including the development of strategies and goals for administration of Single Source Continuum Contracts.
• Develops Community-Based Care Operations strategy for managing and monitoring the Single Source Continuum Contracts throughout the contract lifecycle.

Investigates and resolves discrepancies, complaints, and disputes by negotiating settlement agreements or by canceling or terminating contracts.

• Conducts research and investigations and determines corrective action to take in resolving contract and Community-Based Care Operations related complaints and disputes.

Initiates and oversees special studies or surveys to assess consumer and program outcomes for evaluation.

• Oversees studies, analyses of information, and develops findings, recommendations, and strategies to mitigate risks. Determines trends and participates in efforts to resolve problems.
• Responsible for developing specialized consulting contracts and studies to evaluate and measure Community-Based Care program activities and functions.
• Conducts monitoring and oversight of assessment contracts used to evaluate program performance.
• Assists with and conduct research for special studies or surveys to identify process improvements, when necessary or requested.

Serves as the principal contract liaison between agency management, contractors, the Legislature, and other customers.

• Serves as a resource and provides technical assistance services to DFPS and other stakeholders for Community-Based Care Contracts.
• Provides guidance to staff in the development and integration of new methods and procedures.

Provides input on or prepares the contract budget; recommends budget allocations for proposed contract agreements; arranges, monitors, and reviews budget allocations with management; and provides budget forecast and proposes alternatives.

• Responsible for oversight and maintenance of Community-Based Care Operations contract budgets, including monitoring and reviewing of Community-Based Care Operations budget allocations.
• Conducts budget forecasts and plans and presents alternatives as needed.
• Reviews budget allocations with management.

Plans, develops, and conducts presentations.

• Develops and conducts presentations on Community-Based Care Operations related topics to internal and/or external customers.

May serve in a lead or supervisory role.

• May train, lead, assign and/or prioritizes the work of the team that will oversee, monitor, and manage the SSCC contracts.
• Represents Community Based Care Contract's Division at meetings, gatherings, conferences, etc., as applicable.

Performs related work as assigned

Knowledge Skills Abilities:
Knowledge of procurement and contract management principles, and procedures
Knowledge of financial management, funding, and allocation methodologies.
Knowledge of state social service programs. Knowledge of state and federal legislation related to social service programs.
Knowledge of state and federal laws, agency regulations, policies, rules, and requirements related to contract management.
Knowledge of negotiation and conflict resolution strategies and techniques.
Skill in communication including the effective organization and presentation of information, both orally and in writing.
Skill in writing and analysis; in using reasoning and logic; and in identifying and solving complex problems.
Skill in editing reports and complex documents.
Skill in using all Microsoft Office Applications.
Skill in establishing and maintaining effective working relationships
Ability to gather, assemble, correlate and analyze facts and prepare written analyses and administrative reports.
Ability to deal effectively with state and local officials and the public.

Ability to interpret and apply federal and state statutes, regulations, agency rules, policies and procedures related to procurements and contracting activities.

Ability to handle multiple projects, manage competing priorities, and meet tight deadlines.
Ability to communicate effectively and to work with cross-functional teams.