Local recruitment: TWDB - 26-42: Flood Planning Contract Coordinator (Contract Specialist II-III)

GENERAL DESCRIPTION

The Contract Specialist will be an integral member of their division, partnering with subject matter experts and technical reviewers within the division, as well as contract specialists and staff in other TWDB program areas.

Performs complex (journey-level) to highly complex (senior-level) contract management work developing, managing, and monitoring contracts and other agreements. Work involves developing and evaluating contracts, contract amendments, and other agreements, as required. May provide guidance to others. Works under general to limited supervision with moderate to considerable latitude for the use of initiative and independent judgement. Reports to the Manager of the Flood Management Evaluation Department.

ESSENTIAL JOB FUNCTIONS

• Manages all aspects of administration of a portfolio of contracts and other agreements for the Flood Planning Division, Flood Management Evaluation (FME) for small communities’ program in particular, including developing solicitations, evaluating bids, developing contracts, reviewing payment requests, processing amendments, coordinating risk assessments, and closing out contracts.
• Supports all aspects of administration of a portfolio of contracts and other agreements for the Flood Planning Division, including developing solicitations, evaluating bids, developing contracts, reviewing payment requests, processing amendments, coordinating risk assessments, and closing out contracts, as needed.
• Works with division staff to develop solicitations, contracts, and amendments by identifying provider resources, describing services to be rendered, evaluating information supplied by bidders, and negotiating contract specifications.
• Collaborates with division staff and other agency contract specialists, finance staff, and legal counsel to approach, understand, and resolve contract-related issues.
• Serves as the primary point of contact with contractors and agency staff for all issues related to contract management and compliance issues.
• Ensures that contract documentation is developed, processed, and executed in a timely and efficient manner.
• Acts a liaison closely with division staff and other agency departments, as appropriate, keeping them fully informed on progress.
• Coordinates risk assessments for contract monitoring and for overall contract activities within the division.
• Initiates contracts according to agency policy, including creating requisitions in CAPPS (Centralized Accounting and Payroll/Personnel System) to encumber contract funds.
• Facilitates and coordinates internal and external contract-related meetings, such as meetings for initial project kick-off, contract progress, stakeholder meetings, and evaluation scoring.
• Monitors and/or tracks contract performance by examining billings, fiscal data, and eligibility determinations for compliance with terms of contract and policies.
• Evaluates expenditure data and makes projections to ensure appropriate use of funds.
• Complies with purchasing policies and regulations and ensures agency and state procurement procedures are followed in all procurements.
• Monitors legal and regulatory requirements pertaining to contracting.
• May recommend changes and update solicitation and contract boilerplate documents and other contract-related documents.
• May recommend cancellation of contracts based on performance.
• May assist with developing contract administration policies and procedures.
• May train others.
• Assists with special projects as assigned.
• Assists with maintaining master hard copies and electronic copies of TWDB personnel information, policies, procedures, guidelines, checklists, forms and reference materials.
• Maintains confidential and sensitive information.
• Ensures individual and team files (electronic and hard versions) are appropriately maintained and timely disposed of in accordance with the agency’s records retention procedures and schedule.
• Maintains required certifications and licenses and meets the continuing education needs and requirements of the position to include, attending mandatory training courses.
• May be required to operate a state or personal vehicle for business purposes.
• Performs other duties as assigned.

 MINIMUM QUALIFICATIONS

• Graduation from an accredited four-year college or university with a bachelor’s degree in Business Administration or a related field.
• Work Experience:
  • Contract Specialist II: Two years of relevant work experience in contract development, management, or evaluation, or in work requiring similar skills.
  • Contract Specialist III: Five years of relevant work experience in contract development, management, or evaluation or in work requiring similar skills.
• Certification as a Certified Texas Contract Manager (CTCM) OR ability to obtain certification within six months after hire date.
• Relevant education and experience can be substituted on a year-for-year basis.

PREFERRED QUALIFICATIONS

• Certified Texas Contract Developer (CTCD).
• Work experience with a government organization, preferably with a State of Texas agency.
• Familiarity with TWDB agency programs, policies, and procedures.
• Contracting experience for the State of Texas or other governmental entity using the Centralized Accounting and Payroll/Personnel System (CAPPS).
• Experience with State and/or Federal grants and grant programs.
• Knowledge of state and federal contracting regulations and procurement rules, of negotiating contracts, of developing contracts, of business administration and accounting principles and practices, and of policies and procedures of contract management.

KNOWLEDGE, SKILLS, AND ABILITIES (KSA’S)

• Knowledge of state and federal contracting regulations and procurement rules relevant to the Flood Management Evaluation Department.
• Knowledge of business administration and accounting principles and practices.
• Knowledge of negotiating contracts.
• Knowledge of developing contracts.
• Knowledge of policies and procedures of contract management.
• Skills in using Microsoft Office programs such as Word, Excel, Access, and Teams.
• Skills in use of internet, email, word processing, spreadsheet, presentation, and database software.
• Skills in contract preparation, including drafting and reviewing, and contract management and oversight.
• Skills in record keeping, records management and accurate data entry.
• Skills in reviewing documents for editorial or grammatical errors.
• Skills in formatting contracts or legal documents.
• Skills in CAPPS (Centralized Accounting and Payroll/Personnel System) for Texas agencies for submitting timesheets, expenditure requisitions, etc.
• Ability to maintain the security or integrity of critical infrastructure within Texas.
• Ability to meet agency in-office requirements.
• Ability to evaluate fiscal data for reasonableness, necessity, and conformity with contract requirements.
• Ability to work in a deadline-oriented environment, managing multiple tasks while maintaining regular progress on assignments to meet deadlines.
• Ability to take initiative to effectively monitor and manage workload.
• Ability to take and transcribe meeting notes.
• Ability to pay attention to details.
• Ability to effectively handle difficult situations and provide excellent customer service.
• Ability to establish and maintain effective working relationships with a variety of individuals including directors, managers, staff, and external contractors.
• Ability to adhere to work schedules, follow procedures with respect to leaving and submit accurate timesheets by prescribed deadlines.
• Ability to make mature, objective decisions and identify areas of potential problems.
• Ability to perform effectively and willingly when changes occur in scope and nature of the work and work environment.
• Ability to perform routine and non-routine work assignments accurately and on-time with little or no supervision.
• Ability to perform assigned duties and improve work habits and/or output.
• Ability to complete assigned work, on time, neatly and with infrequent errors.
• Ability to interpret policies, procedures, and regulations.
• Ability to provide prompt, courteous and accurate assistance, and clear and concise communication to internal and external stakeholders both verbally and in writing.
• Ability to work and cooperate with others in a team environment.
• Ability to manage multiple tasks.
• Ability to stand/sit/move to perform activities such as retrieve/replace files in a large file system for boxes up to 30 lbs.
• Ability and willingness to travel 5% of the time, primarily within the State of Texas.
• Ability to operate a vehicle (state or personal) for state business and maintain a driver’s license and driving record that complies with state and agency requirements.
• Ability to work shifts that may exceed 8 hours, including early mornings, nights, and weekends.
• Ability to train others.