SORM | Contract Manager | 26-0559

GENERAL DESCRIPTION

The State Office of Risk Management is looking for a Contract Manager that will be responsible for overseeing the execution and administration of the agency’s contracts. The Contract Manager is primarily responsible for defining business requirements and developing performance expectations through contractual relationships. The Contracts Manager also monitors active contracts and completes reporting requirements. This position also assists with purchasing and procurement oversight. The Contract Manager ensures contracts are satisfactorily performed and the responsibilities of parties are properly discharged. Transparency is key throughout the life of a contract, so regular communication with stakeholders and management is critical.

This position has a key role in Compliance Management and serves as a resource for the agency. You will work collaboratively with Legal Services’ staff and other agency personnel. Your duties are designed to complement the procurement and contracting responsibilities of the Director of Compliance Management, Deputy General Counsel, and General Counsel.

SORM’s core missions are founded on exemplary customer service. The agency administers the workers’ compensation program, as well as insurance and risk management programs and continuity of operations programs for participating state entities.

As a state employee, you are automatically enrolled in the State’s retirement plan and are eligible for additional health insurance benefits.

ESSENTIAL POSITION FUNCTIONS

• Monitors legal and regulatory requirements pertaining to procurement and contracting to ensure compliance with applicable rules, laws, and the State of Texas Procurement and Contract Management Guide.
• Confers and collaborates with others on a regular basis. Contributes to team effort by accomplishing results and providing assistance, as needed.
• Acts as a resource for business owners. Before procurements occur, reviews terms and conditions in quotes, purchase orders, user agreements, license agreements, warranty and maintenance agreements, etc., and advises business owners and stakeholders about compliance requirements.
• Assists preparing the scope of work, specifications, and conditions for new and existing contracts; and assists preparing and negotiating contracts and facilitating new contract awards.
• Coordinates and compiles contract documentation to ensure proper authorizations are obtained.
• Assists developing and creating solicitations, contracts, and amendments.
• Monitors contract performance after contract execution, including developing and tracking key metrics, monitoring compliance with deliverables and reporting requirements, drafting and maintaining controlled correspondence to document enforcement of contract terms, monitoring and reporting vendor performance, and ensuring contract performance and practices are consistent with applicable rules, laws, and the State of Texas Procurement Manual and Contract Management Guide.
• Monitors and documents, through active engagement with business users, contractors’ progress and performance to ensure goods/services conform with the contract or purchase order requirements.
• Understands relevant contract provisions in active contracts and purchase orders, communicates contractual obligations to all parties involved, and proactively identifies contractor performance issues and/or internal performance issues that affect efficiency and effectiveness of goods/services.
• Maintains and conveys information concerning the effectiveness and quality of services being provided. Responsible for communications to ensure management is aware of issues to ensure the issues are addressed in a timely manner.
• Monitors and analyzes contractor performance issues and develops solutions to effectively and equitably resolve issues. Identifies performance requirements that will enhance SORM’s return on investment/use of contracted goods and services.
• Maintains detailed and up-to-date information on contracts and purchase orders, prepares and distributes contracting/procurement reports concerning the effectiveness and quality of goods/services being provided, and revises contract policies and procedures, as needed.
• Develops expertise in the CAPPS Financial system to promote compliance with procurement and contracting requirements.
• Maintains up-to-date information and documentation in the state and/or agency purchasing systems, LBB contract database, and CPA vendor performance reporting.
• Creates, implements, and regularly reviews contract monitoring best practices. Drafts and implements the agency’s Contract Management Handbook.
• Establishes and improves business processes, develops and implements forms, letters, templates, etc. Advises about potential changes to solicitation and contract templates and other contract-related documents.
• Serves as the principal contract liaison between agency management, the Board, contractors, the Legislature, and other stakeholders. Manages and responds to requests for information.
• Meets with contractors on a regular basis to review progress, discuss problems, and address any concerns. Coordinates and/or establishes a reporting schedule and creates content for vendor reports.
• Assists with internal invoice review to ensure billing is consistent with contractual provisions and performance discounts are identified and utilized.
• Monitors the status of expenditure requests, requisitions, and purchase orders.
• Audits invoices for accuracy, necessary materials, and compliance with purchase orders.
• Maintains purchasing and procurement reports, records, and files.
• Reviews procurement documentation for completeness, accuracy, and compliance.
• Reviews Expenditure Requests and requisitions for completeness and compliance.
• Maintains a tracking system to monitor contracts and ensure expenditure requests and requisitions are timely submitted for services and renewals to prevent interruption of services.
• Maintains a tracking system to monitor procurement activities, such as expenditure requests, purchase requisitions, purchase orders, and contracts.
• Identifies and attends professional procurement training and development activities, as necessary.
• Conducts contract and procurement training for relevant personnel.
• Assists reviewing legal documents, legislation, administrative rules, and amendments.
• Performs related work as assigned.
• Maintains relevant knowledge necessary to perform essential job functions.
• Attends work regularly in compliance with agreed upon work schedule.
• Ensures security and confidentiality of sensitive and/or protected information.
• Complies with all agency policies and procedures, including those pertaining to ethics and integrity.