Contract Administrator

Job TitleContract AdministratorAgencyTexas Division of Emergency ManagementDepartmentContractsProposed Minimum Salary$6,387.50 monthlyJob LocationAustin, TexasJob TypeStaffJob DescriptionGENERAL 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.The Contracts Administrator, under direction, develops, writes, and reviews contracts including formal, short form, multiyear, and annual contracts. 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.Coordinates, evaluates, plans, and develops standard and contingency contracts at various levels of completion for use by TDEM during a disaster, emergency, or incident response. Monitors the overall assigned contract review process and associated workflow of business and service contracts in accordance with the state statutes and established Texas A&M University System guidelines and protocols. Facilitates the contract administration process, including data entry into contract management logs, maintenance of paper files, routing and approvals, and monitoring existing contracts. Sets up and maintains account controls, and monthly/year end process and reports, etc. Works under minimal supervision, with some latitude for the use of initiative and independent judgment.This position is located in Austin, Texas and is not subject to telecommuting.Salary is a fixed rate and is non-negotiable.Essential Job Duties And ResponsiblitiesOversees 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 of each contract and conditions, and makes recommendations. Ensures contracts are in compliance with Federal and State laws and local government laws and that performance expectations are met.Administers the entire contract lifecycle, including tracking milestones, deliverables, and changes, and managing contract repositories. Serves as a point of contact in the Contract Unit for TDEM, staff, and administration on contractual matters to facilitate and understand the parties’ desired outcomes while protecting the rights of TDEM.Provides redlined recommendations and may negotiate directly with parties involved, or purchasing staff to develop solutions until a consensus has been reached for standard and nonstandard contracts.Maintains contractual records and documentation, such as receipts and controls of contract correspondence, customer contact information sheets, contractual changes, status reports, and other documents for projects in the document management system.Develops and implements processes to improve the efficiency and/or effectiveness of various processes, including new systems, process changes, and process developments. Specifically assists with development of the contract management database for reporting and tracking start/end dates, renewals, terminations, contract compliance issues, and contract termination completions.Maintains current information on the website, recommends TDEM policy and procedures updates.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. Ensures all required documentation is part of the bid package file.Oversees and/or assists 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.Oversees the coordination and facilitation of contract-related meetings.Reviews and/or conducts need assessments to determine requirements for the purchase of goods or services and/or development of new contracts and contingency contracts.Compiles and distributes standard/emergency/contingency contract information, status reports and estimated contract expenditures.Oversees the development of and coordinates 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.Monitors 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 ensures information is correct and meets expectations.As directed, submits contracts to Legislative Budget Board (LBB) and Texas Ethics Commission per system and state regulation.Completes purchase orders/contracts close outs in a timely manner.Audits invoices for accuracy and receipt of goods/services with purchase orders/contracts.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 works 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 QualificationsEducation – 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 – 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 QualificationsExperience 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 AbilitiesKnowledge of negotiation strategies and techniques; 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.Knowledge of work processing, spreadsheet, and database applications.Advanced knowledge of federal and state of Texas contract requirements with the ability to negotiate and draft complex written compliant contractual instruments.Knowledge of contracting and procurement regulations, business administration, accounting principles and practices and of policies and procedures related to contract management.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.Excellent written and verbal communication skills for drafting and explaining complex contractual terms. Keen attention to detail and 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.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.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.Registration, Certification Or LicensureRequisite within twelve (12) months of employment to attain certification as a Certified Texas Contract Developer (CTCD). Complete and obtain certification in IS-100, IS-200, IS-700, IS-800 and Professional Development Series or Emergency Management Professionals Program Basic Academy FEMA courses within twelve (12) months of employment and any other training as determined.Additional Military Crosswalk (occupational specialty code) information can be accessed at: http://www.hr.sao.texas.gov/CompensationSystem/JobDescriptionsResumes 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/Veterans/Disability Employer.