Contract Specialist or Contract Specialist Sr.
The Contract Specialist performs professional contract development and solicitation work and provides support throughout contract execution. The incumbent will develop and monitor purchase orders and contracts, facilitate contract managers through the contracting process, and provide reporting and special project coordination. This position will proactively work with the Contracts team, Procurement and Contracts (P&C) staff, Contract Management Office, Contract Services division leadership, vendors, and agency employees.
The Contract Specialist Senior performs complex professional contract development and solicitation work and provides support through the contract execution. The incumbent will develop and monitor purchase orders and contracts, facilitate contract managers through the contracting process, and provide reporting and special project coordination. This position will proactively work with Contracts team, Procurement & Contracts staff, Contract Management Office, Contract Services division leadership, vendors and agency employees.
This position is being posted at two levels. The applicant selected will be offered the role that aligns with their education and experience
Contract Specialist - $67,081 - $83,852
Contract Specialist Sr. - $89,286 - $111,608
WHAT YOU WILL DO:
Contracting Process
• Coordinates and facilitates procurement-related meetings such as kick-off and pre-proposal meetings, post-award conferences, team briefings, evaluation scorings, etc.
• Coordinates with purchasing and contract staff, contract managers, the Contract Management Office, Legal & Compliance (L&C), and management to help resolve contracting issues involving contracting language for monitoring contractor deliverables and performance.
• Develops specifications, statements of work, and solicitation documents, including Invitations for Bid (IFB), Requests for Proposals (RFPs), Requests for Offers (RFOs), and Requests for Qualifications (RFQs).
• Develops and evaluates complex specifications, statements of work, and solicitation documents, including Invitations for Bid (IFB), Requests for Proposals (RFPs), Requests for Offers (RFOs), and Requests for Qualifications (RFQs). (Senior)
• Monitors the procurement and contracting process to ensure contractors are selected fairly and objectively.
• Negotiates contract terms, conditions, specifications, and provisions to align with the agency’s best interests and applicable procurement law. Evaluates and negotiates contract terms, conditions, specifications, and provisions to identify potential risks and ensure alignment with the agency’s best interests and applicable procurement law (Senior)
• Works with legal staff and contractors to finalize contract and purchase order documents.
• Provides guidance and expertise to other purchasing and contracts staff regarding the contracting process.(Senior)
• Serves as a primary point of contact for agency contract managers within assigned business unit(s) to facilitate new and existing contracts; and coordinates with L&C, purchasing staff, accounting, management, and others as needed to ensure successful solicitation and awarding of contracts.
• Advises agency managers and staff on contract-related regulations, policies, procedures, processes, systems, best practices, issues, trends, and developments.
• Participates in the development of standards for contract administration activities.(Senior)
• Provides input or assists in the development of standards for contract administration activities.
• May process ProCard purchases in accordance with TRS ProCard rules and regulations and maintain a TRS ProCard holder.
• May provide guidance or assistance to other purchasing and contracts staff.
Contract Compliance
• Collaborates with the Contract Management Office to provide input into developing and/or revising contractor oversight processes, including risk assessment, monitoring, and evaluation criteria to ensure contractors consistently provide quality services and that funds are spent effectively and efficiently.
• Assist with the maintenance of systems for contract administration tracking, record keeping, and reporting.
• Maintains systems for contract administration tracking, record keeping, and reporting.(Senior)
• Consults with contract managers in developing bid and contract specifications and/or contract renewals and amendments
• Consults and advises contract managers in developing bid and contract specifications and/or contract renewals and amendments.(Senior)
• Ensures that contracts comply with all state and agency regulations and policies and adequately address expected deliverables, performance measures, payment methodology, and consequences for non-performance.
• Participates in internal and external audits; research and reconciles audit exceptions; and recommends and/or implements solutions (Senior)
• Assists in researching and resolving audit exceptions by defining causes of errors and recommending appropriate dispositions.
Reports and Special Projects
• Collaborates with purchasing and contracts staff and management to research, analyze, and evaluate current agency contract administration practices, policies, procedures, guidelines, processes, systems, and forms; and develops recommendations for improvements.
• Develops and delivers reports and presentations to agency management and staff regarding contract administration plans, operations, activities, achievements, and related issues.
• Prepares and submits reports as required by regulatory entities and internal management.
• Participates on special projects, task forces, and committees
Performs related work as assigned.
WHAT YOU WILL BRING:
Required Education
• Bachelor’s degree from an accredited college or university.
• High school diploma or equivalent and additional full-time experience in contract management,development, administration, negotiations, or related experience may be substituted on an equivalent year-for-year basis.
Required Experience
• Three (3) years of full-time directly related, progressively responsible experience in contract management, development, administration, negotiations or related experience.
• Five (5) years of full-time directly related, progressively responsible experience in contract management, development, administration, negotiations, or related experience (Senior)
• 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, or Licensure
• Certification as a Certified Texas Contract Developer (CTCD) or equivalent, or must be obtained within six (6) months of employment if not already certified; AND
• Certification as a Certified Texas Contract Manager (CTCM), or must be obtained within one (1) year of employment if not already certified.
Preferred Qualifications
• One (1) year of experience with contract development and negotiations at a State of Texas governmental entity or similar setting.
• Two (2) years of experience in contract development and negotiations at a State of Texas governmental entity or similar setting.(Senior)
• Experience assisting with budget and expenditure administration, supply chain management, purchasing, or related functions.
• Experience providing budget and expenditure administration, supply chain management, purchasing, or related experience.(Senior)
• Experience assisting with analyzing data and performance metrics.
• Experience analyzing data and performance metrics.(Senior)
Knowledge, Skills, and Abilities
Knowledge of:
• State of Texas contracting, purchasing and procurement rules, regulations, policies, procedures, and processes.
• Contract administration theories, practices, techniques, rules, regulations, and related technology.
• Relevant agency policies and procedures.
Skills in:
• Writing contract specifications, deliverables, and terms and conditions.
• Negotiating contract terms and requirements, balancing departmental and provider requirements, and resolving related issues.
• Evaluating contracts and contractor performance and recommending future actions.
• Collecting and evaluating complex statistical data for reasonableness, necessity, and conformity with contract requirements.
• 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.
