Contract Administration Professional

Applications must be filed at
https://capps.taleo.net/careersection/ex/jobdetail.ftl?job=00047312

About The Division

Join the Contract Administration & Procurement division as a Procurement and Contract Professional! Work involves overseeing and/or establishing program goals and objectives; planning, organizing, coordinating, and preparing specifications for purchasing goods and services. Researches, oversees, organizes, and manages the planning and execution of large and complex CPA procurements. Manages key projects and solicitations from initiation to contract award and execution. Includes managing schedules, deliverables, coordinating tasks and reporting to key stakeholders, management, and executive project sponsors.

Agency standard work hours are Monday through Friday from 8am to 5pm, 40 hours per week with occasional evening and weekend hours. Hours are subject to change based upon business need or division determination.

Qualifications - External

MINIMUM QUALIFICATIONS

Education:

• Graduation from an accredited college or university with a bachelor’s degree.

Experience:

• Four years of experience with contract management.
• Four years of experience with contract monitoring and/or auditing.
• Four years of experience with complying with contractual, legislative, and regulatory requirements.
• Four years of experience in facilitating meetings and/or work sessions.
• Four years of experience with contract issue resolution.
• Four years of experience with establishing and cultivating vendor relationships.
• Experience with Microsoft Excel.

PREFERRED QUALIFICATIONS

• Experience with state project management, supply chain management, and procurement.
• Experience in Texas state purchasing methods, processes, rules and requirements.
• Experience in gathering requirements and specification development.
• Experience with the Centralized Accounting Payroll/Personnel System (CAPPS) Customer Contracts and Purchasing/eProcurement modules
• Experience with contract resolution
• Experience creating policies and procedures.
• Experience working with Salesforce database.
• Experience working with SharePoint.

Substitution:

• One additional year of experience performing supply chain management, procurement, contract management/monitoring, or auditing work may substitute for thirty semester hours of educational requirement with a maximum substitution of 120 semester hours (four years).
• Certification as a Certified Texas Contract Manager (CTCM) or Certified Texas Contract Developer (CTCD) may substitute for one year of the required experience or thirty semester hours (one year) of educational requirement but may not substitute for both experience and education.

Licenses and Certifications

• Certification as a Certified Texas Contract Manager (CTCM) or Certified Texas Contract Developer (CTCD) must be obtained within 6 months of employment. Must be duel certified within 12 months of employment.
• Preferred Certifications: Certified Texas Contract Manager (CTCM), Certified Texas Contract Developer (CTCD), or both (duel certified) certification at time of interview.

SUMMARY OF PHYSICAL REQUIREMENT

Employees are required to use their personal mobile phones as a part of 2 factor/multi factor authentication for accessing CPA systems securely. You will also receive critical/emergency calls/texts on your cell phone to ensure immediate communication.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position requires the incumbent to primarily perform sedentary office work; however, mobility (standing and walking) is routinely required to carry out some duties. It requires extensive computer, telephone, and client/customer contact. It requires the ability to bend, stoop, kneel, and reach as needed for filing and similar routine office duties.

The job also requires normal cognitive abilities requiring the ability to learn, recall, and apply certain practices and policies. It requires the stamina to maintain attention to detail despite interruptions. Marginal or corrected visual and auditory requirements are required for reading printed materials and computer screens and communicating with internal and external customers. The individual must be able to lift, pull, physically handle, and transport records, documents, boxes, and all related information, weighing up to 30 pounds when required. The individual must be able to sit for long periods of time when commuting to and from assigned destination.

In this role you will:

CONTRACT MANAGEMENT AND MONITORING (50%)

• Manages and monitors CPA contracts and contract performance, including tracking key metrics with agency contract managers.
• Works with assigned contract managers across agency and maintains provides input for the agency Contract Management and Monitoring Plan (CMMP) and Streamlined Contract Monitoring Schedule (SCMS)for high-risk contracts.
• Ensures that agency can validate vendor performance for the deliverables and the due dates contained in the contract. Reviews contract deliverable content expectations, acceptance criteria, and contract delivery dates, quality, contents, and documentation standards with the contract manager/monitor.
• Coordinates with agency contract manager, monitors, and business owners to affirm that contract deliverables are reviewed and accepted by all appropriate parties before signing acceptance. Coordinates with contract managers to ensure all vendor deliverables have been accepted prior to authorizing payment of invoices.
• Assists and supports purchasers, end-users, and contract managers and/or monitors with all phases of the contract life cycle.
• Manually enters and maintains data in the contract management systems including the agency system of record (CAPPS) as well as other key supplemental systems such as the Contract Repository (in SharePoint) and the supplemental Planning, Procurement, and Contract Management System (in Salesforce).
• Conducts activities supporting vendor relationship management and outreach with the agency.

SYSTEM DEVELOPMENT AND ANALYSIS (30%)

• May provide input and perform user acceptance testing for systems, contract implementation or contribute to the creation of documentation for the Procurement and Contract Management Administration Systems.
• Provides assistance in user story development, user acceptance testing for systems such as CAPPS, Salesforce, and SharePoint.
• May assist with business process system documentation and training as needed.
• Works with other key system stakeholders to provide assistance and guidance in system use and coordination.

OTHER BUSINESS RELATED DUTIES (20%)

• Attends required and optional training, including contract management certification classes delivered by Statewide Procurement Division (SPD).
• May provide training to others on specific pieces of compliance.
• Performs all other related duties as assigned..