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    Contract Specialist I - Waco, United States - Texas Department of Aging & Disability Services

    Texas Department of Aging & Disability Services
    Texas Department of Aging & Disability Services Waco, United States

    3 weeks ago

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    Description

    Job Description:



    Contract Specialist I

    The position works within the Division of Prevention and Early Intervention (PEI) performing technical work in the maintenance of contracts.

    The position performs moderately complex work in the areas of contract development, maintenance, billing, and technical assistance to providers.

    The position interacts routinely with Texas Department of Family and Protective Services staff including other Division staff and Budget and Accounting staff, representatives from various organizations and other state and federal agencies.

    The position has primary responsibility for receipt and timely payment of provider billings, including review to ensure that all math on billings is correct, local match has been applied correctly (when applicable), all costs are allowable and are included in the contract, there are contract funds available to pay all costs, and that internal expenditure tracking spreadsheets are updated.

    This position is responsible for working with the appropriate contract manager to address any errors or problems with billings, and will provide technical assistance to providers on billing matters.

    This position is also responsible for maintaining billing files according to division standards and for keeping a number of tracking systems updated.

    The position will also assist the Division Director with special projects.

    Essential Job Functions:

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


    • Participates in the PEI evaluation team for applications received per solicitation, as needed.
    • Develop all budget and billing forms for each PEI solicitation.
    • Responsible to set up PEI contracts in IMPACT.

    Monitors contract performance by examining billings, fiscal data, and eligibility determinations for compliance with terms of contract and policies.



    • Monitors billings, fiscal documents, tracking expenditures for PEI contracts.
    • Reconciles service reports with expenditure reports to determine eligibility status for PEI contracts.
    Administers the billing process and eligibility monitoring functions for contract billings.


    • Develop and administer policy and procedures for billing processes.
    • Create and update administrative billing spreadsheets, as needed.
    • Track trends through receipt of billing information, analyze billing trends.
    • Provide training and technical assistance on a monthly basis regarding billing, if needed.
    Reviews fiscal expenditure reports for completeness, appropriateness, and accuracy.


    • Reviews PEI expenditure information on a daily basis.
    Serves as a liaison with grant/contract providers to ensure billing accuracy.


    • provides technical assistance to PEI contractors when billing questions arise.
    • Assists PEI contractors by processing initial background checks and provide technical assistance on resolving background check issues.
    • Utilize state and federal regulations regarding billing decisions.
    • Provide billing trends and inconsistencies in billings and budget expenditures to program management.
    May recommend changes to solicitation and contract boilerplate documents and other contract-related documents.


    • Recommend changes to program management to Form contract boilerplate for purposes of PEI contract billing and expenditure efficiencies.
    • Develop expenditure reports for PEI contract solicitations.
    Performs other duties as assigned

    Knowledge Skills Abilities:
    Knowledge of contract policies and procedures.
    Skill at establishing and maintaining productive working relationships, both internally and externally, with emphasis on customer service.
    Skill in effective verbal and written communications.
    Skill in problem solving.
    Advanced skill in use of MS Excel, preferred experience in MS Access.
    Skill in mathematical computation.
    Skill in attention to detail.
    Skill in delivering customer services.
    Ability to learn agency policies, procedures, and practices.
    Ability to operate a personal computer and use various software applications.
    Ability to prepare and submit reports.
    Ability to set up, track and maintain internal record keeping systems.
    Ability to identify problems and plan corrective actions.
    Ability to understand new information effectively and quickly.
    Ability to prioritize and manage multiple responsibilities and meet deadlines.
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