Contract Specialist/Manager - Energetic Workplace

Job Title: Contract Specialist/Manager

Location: Houston, TX

Duration: Long-term

Job Description:

Performs highly complex (mid-level) contract assistance and review work. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment. Work involves assisting with preparing and reviewing, managing contract materials, contract monitoring, verifying billings for fiscal accuracy and completeness, and maintaining contract files.

Examples of work performed:

• Reviews contracts and related amendments and verifies that contract data meets legal and fiscal requirements.
• Reviews reports of statistical information and ensures that data accurately reflects the status of contract activity.
• Maintains expenditure ledgers and statistical information on each contract agency and prepares status reports.
• Oversees the operations and activities of monitoring contract performance, including developing and tracking key metrics.
• Oversees and coordinates the processing of contract documents to ensure that management understands and authorizes contract terms.
• Investigates and resolves discrepancies, complaints, and disputes by negotiating settlement agreements or by canceling or terminating contracts.
• Initiates and oversees special studies or surveys to assess consumer and program outcomes for evaluation.
• Serves as a contract liaison between agency management, contractors, the County Attorney, and other customers.
• Monitors 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.
• Serves as a liaison with contract providers to ensure participation is consistent with program, legal, and fiscal requirements.
• Oversees the operations and activities of monitoring contract performance, ensuring contract compliance, developing, and tracking key metrics, understanding billing and fiscal data, identifying cost savings, and managing overall vendor performance for products and outsourced services.
• Oversees the processing of contract documents in alignment with contract and vendor management principles to ensure management of cost controls, risks associated with outsourced vendor services, and service delivery deriving value.
• Serves as the principal contract liaison, facilitator and risk manager for program areas delivering services through outsourced vendors.
• Performs related work as assigned.

Key Responsibilities:

• Contract Lifecycle Management:
  • Draft, review, and negotiate contracts, agreements, and amendments in collaboration with relevant departments and legal counsel.
  • Ensure all contracts adhere to county policies, procedures, and regulatory requirements.
  • Validate that the contract execution process has been followed and all contracts have obtained the necessary approvals and signatures.

• Vendor Management:
  • Identify and evaluate potential vendors and service providers.
  • Develop and maintain relationships with vendors to ensure effective communication and performance.
  • Monitor vendor performance, compliance, and adherence to contract terms.

• Compliance and Risk Management:
  • Monitor contract performance and compliance with terms, deadlines, and deliverables.
  • Identify and mitigate risks associated with contracts, including legal, financial, and operational risks.
  • Implement measures to ensure contract compliance and mitigate risks.

• Contract Administration:
  • Maintain a centralized repository of contracts and related documents.
  • Develop and implement contract management processes and procedures to streamline operations and improve efficiency.
  • Provide guidance and support to county staff on contract-related matters.

• Dispute Resolution:
  • Facilitate resolution of contract-related disputes and disagreements.
  • Collaborate with legal counsel and other stakeholders to resolve disputes in a timely and effective manner.
  • Document and track resolutions to ensure compliance and mitigate future risks.

Knowledge, Skills, and Abilities (KSA)

• Knowledge of the relevant federal and state rules and regulations; contract monitoring; and statistical concepts, methods, and models.
• Skill in conducting data searches and evaluating large amounts of data, in customer service, in preparing concise and accurate reports, and in the use of a computer and applicable software.
• Ability to identify problems, evaluate alternatives, and implement effective solutions; to maintain effective working relationships; and to communicate effectively.
• Skill in preparing recommendations.
• Ability to oversee and/or supervise the work of others.
• Knowledge of county procurement and contract management requirements, regulations, and best practices; negotiating contracts; developing contracts; business administration and accounting principles and practices; and policies and procedures of contract management.

• Contract administration and cost monitoring for large-scope or high-dollar contracts; systems and procedures used to evaluate a third-party vendor's performance; and local, state, and federal laws and regulations relevant to the administration of federal or state funds.
• Skill in developing contracts, in problem resolution, and in the use of a computer and applicable software.
• Ability to exercise sound judgment in making critical decisions, to analyze complex information and develop plans, to interpret complex data, to effectively demonstrate negotiation and facilitation skills, to communicate effectively, and to supervise the work of others.
• Knowledge of office practices and administrative procedures, and contract management policies and procedures.
• Skill in the use of a computer and applicable software.
• Ability to collect, analyze, and interpret technical information; to make arithmetical computations and tabulations; to identify problems and plan corrective actions; to understand and follow instructions; to gather specific data from documentation systems; and to communicate effectively.

Qualifications:

• Bachelor's degree in business administration, Contract Management, Legal Studies, or related field. Master's degree preferred.
• Minimum of 3-5 years of experience in contract management, procurement, or related field, preferably in a government or public sector environment.
• Strong understanding of contract law, regulations, and best practices.
• Excellent negotiation, communication, and interpersonal skills.
• Ability to work effectively in a team environment and collaborate with diverse stakeholders.
• Proficiency in contract management software and Microsoft Office Suite.
• Certified Professional Contract Manager (CPCM) or similar certification preferred.

Working Conditions:

• Frequent use of computer, copiers, printers, and telephones
• Frequent standing, walking, sitting, listening, and talking.
• Frequent work under deadlines, as a team member, and in direct contact with others.
• Occasional bending, stooping, lifting, and climbing.
• Occasional overtime required.