Contract Manager

The Contract Manager supports the management and monitoring of contracts after execution for various business units. The incumbent will assists with monitoring and managing contracts while ensuring compliance with legal and internal policy requirements, provide guidance and training on contract policies and procedures, and assists with data analysis and reporting. This position will proactively work with contract management liaisons in the business units, vendors, Procurement & Contracts, Finance and Legal & Compliance staff.

This position requires onsite work conducted at our TRS office in Austin, TX.

WHAT YOU WILL DO:

Contract Administration and Management
•Conducts kick-off meetings with vendors and business units to ensure understanding with contract requirements and deliverables.
•Assists with contract oversight activities, including: risk assessments, vendor performance, and quality assurance overviews of contract files.
•Identifies, investigates, and resolves invoicing, payment, and contract performance issues and disputes with vendors. Follows dispute resolution process defined by contract and coordinates with Procurement & Contracts and Legal & Compliance.
•Assists Procurement & Contracts and other business units when renewals, amendments or other contract modification may be necessary.
•Ensures executed contracts are reported to outside entities timely and in accordance with legal or regulatory requirements.
•Maintains documentation in official contract file according to applicable laws, regulations, TRS policies and procedures.
•Assists business units with interpreting contract terms and compliance requirements. Provides training as needed.
•Maintains and uploads contract management documents and check-lists to TRS Procurement and Vendor E-System (“PAVES”).
•Monitors contract award and budget and notifies business unit if contract solicitation, amendment, or budget adjustments are needed to avoid work stoppage.
•Provides guidance to the business related to enterprise contract management requirements and best practices.
•Assists with the development of the business unit annual procurement plan.
•Supports supplier/vendor setup in USAS (Uniform Statewide Accounting System), CAPPS (Centralized Accounting and Payroll/Personnel System), and PAVES (Procurement and Vendor e-System).

Contract Monitoring, Reporting and Analysis
•Assists with the review and recommendation of current contract and department practices, policies, procedures, processes, guidelines, manuals, forms, and training opportunities.
•Prepares reports and presentations regarding contract administration plans, operations, activities, achievements, current/upcoming contract activity, and related issues.
•Reviews invoices, fiscal data, and eligibility determinations for compliance with terms and conditions of contracts and policies, and reports deviations.
•Monitors vendor performance at all levels to ensure compliance with all contractual obligations and escalates concerns as needed.
•Assists with interval risk assessments for contract monitoring and planning.
•Assists with developing short- and long-term strategies and goals for the administration of assigned contracts.
•Identifies common problem areas for current and future contract requirements and ensures corrective actions have been taken.
•Updates and maintains departmental monitoring and reporting tools to track key metrics and provides reports as requested.
•Collaborates with internal teams to improve contract-related processes.

Performs related work as assigned. 

WHAT YOU WILL BRING:

Required Education
•Bachelor’s degree from an accredited college or university in business administration, finance, supply chain management, or a closely related field.
•High school diploma or equivalent and additional full-time experience in contract management, contract monitoring, contract administration, contract negotiations, or similarly related experience may be substituted on an equivalent year-for-year basis.

Required Experience
•Four (4) years of full-time directly related, progressively responsible experience in contract management, contract monitoring, contract administration, contract negotiations, or similarly related experience.
•A master's degree or doctoral degree in a directly related field may be substituted on an equivalent year-for-year basis.

Required Registration, Certification, Licensure
•Certification as a Certified Texas Contract Developer (CTCD) must be obtained within six (6) months of employment if not already certified.
•Certification as a Certified Texas Contract Manager (CTCM) must be obtained within six (6) months of employment if not already certified.

Preferred Qualifications
•Experience with contracts and procurement at a State of Texas governmental entity.
•Experience using complex automated accounting systems, such as CAPPS (PeopleSoft Financials), Uniform Statewide Accounting System (USAS), and Texas Identification Number System (TINS).
•Experience providing budget and expenditure administration support, supply chain management, purchasing, or related experience.
•Experience planning and facilitating meetings and/or formally presenting in a group setting.
•Experience in analyzing data and performance metrics.

Knowledge, Skills, and Abilities
Knowledge of:
•State of Texas contracting, purchasing and procurement rules, regulations, policies, procedures, and processes, including the HUB program.
•Knowledge of and ability to use complex automated accounting systems, such as CAPPS (PeopleSoft Financials), Uniform Statewide Accounting System (USAS), and Texas Identification Number System (TINS).
•Contract management oversight and negotiation strategies.
•General contract administration theories, practices, techniques, rules, regulations, and related technology.
•Project management best practices.

Skill in:
•Planning and project management, including planning, organizing, and coordinating work assignments to effectively meet frequent and/or multiple deadlines; handling multiple tasks simultaneously; and managing conflicting priorities and demands.
•Completing detailed work with a high degree of accuracy.
•Analyzing problems and devising effective solutions.
•Providing quality customer service.
•Using a computer in a Windows environment with Microsoft Office Word, Excel, SharePoint and other business software to prepare correspondence, spreadsheets, charts, reports, and presentations.
•Effective written and verbal communications, including preparing and delivering complex reports, presentations and policies; and explaining complex information and detailed policies, procedures, and processes to others in an understandable manner.

Ability to:
•Work occasional overtime (weekends or extended hours) as needed to manage workload.
•Establish and maintain harmonious working relationships with co-workers, agency staff, vendors, contractors, and other external contacts.
•Work effectively in a professional team environment.

Military Occupational Specialty (MOS) Codes:
Veterans, Reservists or Guardsmen with experience in the Military Occupational Specialty ( https://www.trs.texas.gov/files/trs-military-crosswalk.xlsx ) along with the minimum qualifications listed above may meet the minimum requirements and are highly encouraged to apply. Please contact Talent Acquisition at  [email protected]  with questions or for additional information.

To view all job vacancies, visit www.trs.texas.gov/careers  or www.trs.csod.com/careersite.

For more information, visit www.trs.texas.gov.