Contract Administration Manager II (Business Outreach Coordinator Team Lead)

Position Description

We are a technology agency powered by people.
DIR offers secure, modern, and cost-effective technology to help government entities in Texas serve their constituents.
DIR is a fast-paced and collaborative environment with highly motivated, innovative, and engaged employees dedicated to achieving the best value for the state. We have over 260 professionals working at DIR who are honored to serve as the cornerstone of public sector technology in Texas. By joining DIR, you will be an integral part of transforming how Texas government serves Texans.

Position Summary

Performs highly advanced (senior level) contract administration work involving advisory and technical assistance to DIR purchasing staff, contract managers, and other governmental entities, community organizations and the vendor community related to the Veteran Heros United in Business (VetHUB) program.

Assists in documenting and implementing process improvements, and works to develop guidelines, policies, and procedures. Duties will also include assisting with prioritization of work streams and setting standards for achieving VetHUB program goals. Advises and assists the agency in complying with VetHUB requirements. Facilitates the agency’s good faith effort to increase VeteHUB participation. Prepares and submits VetHUB reports, monitors contracts for HUB compliance, and coordinates marketing and outreach HUB efforts.

Works under the minimal supervision of the Director, Business Outreach Coordination with extensive latitude for the use of initiative and independent judgment.

• Serves as the team lead for BOC department staff, providing support and guidance to other team members and serves as backup support to the agency VetHUB Coordinator. Serves as a resource to other Chief Procurement Office staff on escalated issues of an unusual nature.
• Assists in developing and recommending VetHUB program guidelines, policies, and procedures; includes review, revision and maintenance VetHUB policies and procedures as required; writes, edits and updates informative materials that describe the agency’s VetHUB program.
• Serves as a liaison for the vendor community with agency divisions and/or programs; develops and maintains rapport with vendors to encourage possible future subcontracting opportunities.
• Works with agency divisions/programs to help them successfully meet the agency goals and requirements of the VetHUB program; identifies VetHUB sources which can be utilized by the agency in all procurement methods; works closely with agency purchasing staff to identify vendors that may participate in DIR procurement opportunities including assistance in coordinating and preparing potential bid opportunities for VetHUB forums.
• Assists in the development of procurement specifications, and Subcontracting Plans; monitors agency procurements to determine areas with low VetHUB participation; re-evaluates existing long-term contracts for VetHUB participation; assists with contract management functions as needed.
• Coordinate training for the recruitment and retention of VetHUB’s; prepares reports documenting program compliance and progress towards established goals; participates in establishing and monitoring of annual goals; attends and coordinates agency participation in business forums, trade shows.
• Analyzes and provides input to the modification of existing reports developed and generated by the agency programming staff; prepares and submits reports required by the CPA regarding the VetHUB program.
• Performs other work-related duties as assigned.

Qualifications

Education

• Graduation from a four-year college or university with major course work in business or public administration.
• Additional work-related experience may be substituted for education on a year-for-year basis (High-school diploma required).

Experience and Training Required

• Eight (8) years of experience in a state agency VetHUB program
• Four (4) years of developing program guidelines, policies and procedures
• Experience working as a liaison for the vendor community with agency divisions and/or programs.
• Experience participating in business forums, trade shows and business association meetings.

Experience and Training Preferred

• Public sector experience with a business development program
• Experience in a State of Texas agency purchasing program.
• Certified Texas Contract Developer (CTCD) or Certified Texas Contract Manager (CTCM) certification

Licenses / Certifications

• Certified Texas Contract Manager (CTCM) certification must be obtained within one (1) year of employment if not already certified, unless otherwise approved by Supervisor.

Knowledge, Skills, and Abilities

• Thorough knowledge of performance monitoring and reporting standards
• Knowledge of applicable VetHUB laws, rules, and regulations
• Knowledge of laws governing state purchasing operations
• Knowledge and skill regarding the “Good Faith Effort” in agency purchases
• Knowledge 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.
• 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.
• Ability to plan and organize work and establish goals with limited supervision.
• Ability to interpret regulations and convey them to others.
• Ability to establish and maintain effective and cordial working relationships at all organizational levels, including agency management, direct supervisors, co-workers, internal and external customers.
• Ability to understand, follow and convey brief oral and/or written instructions.
• Ability to communicate both verbally and in writing, in a clear and concise manner.
• Ability to work independently and as part of a team, and to support and contribute to a cohesive team environment.
• Ability to work under pressure and exacting schedules to complete assigned tasks.
• Ability to work a flexible schedule to meet required deadlines.
• Ability to comply with all agency policy and applicable laws.
• Ability to comply with all applicable safety rules, regulations, and standards.
• Ability to maintain the security and integrity of any critical infrastructure researched, worked on, or accessed for work purposes.

Computer Skills

• Proficiency in the use of a computer and applicable software necessary to perform work assignments e.g., word processing, spreadsheets (Microsoft Office preferred).

Other Requirements

• Regular and punctual attendance at the workplace.
• Criminal background check.

Working Conditions

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