TXCC - Contract Specialist IV (Vendor Relations Specialist)

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Performs advanced senior-level contract management, contract monitoring, and procurement support work for the agency. Work involves developing, reviewing, evaluating, and monitoring a broad range of contracts, solicitations, amendments, procurement documents, vendor performance reports, and related records to ensure compliance with applicable laws, regulations, policies, procedures, and contract requirements. Serves as a liaison with contractors, vendors, agency leadership, internal customers, and external stakeholders; provides technical assistance and guidance throughout the procurement and contract lifecycle; facilitates procurement-related meetings and vendor demonstrations; monitors contract performance, fiscal data, and deliverables; and assists with resolving contract issues. May negotiate or assist with negotiating contracts, renewals, amendments, and contract specifications. Works under the Chief Procurement Officer with minimal supervision, with considerable latitude for the use of initiative and independent judgment.

Essential Job Duties

Stakeholder Support, Vendor Relations, and Procurement Coordination

Serves as a liaison with contractors, vendors, executive management, cross- divisional agency teams, internal customers, and external stakeholders to support effective procurement and contract administration.

Provides ongoing technical assistance, guidance, and recommendations to contractors, vendors, and internal customers regarding contract development, procurement processes, contract monitoring, compliance, change management, and contract close-out.

Coordinates and facilitates procurement-related meetings, including kick-off meetings, pre-proposal meetings, post-award conferences, team briefings, evaluation scoring meetings, and related vendor communications.

Manages and coordinates vendor demonstrations for the agency in partnership with agency leadership, program staff, procurement staff, vendors, and other stakeholders.

Assists with resolving contract, vendor, procurement, and customer service issues in a professional and timely manner.

Demonstrates knowledge of state procurement and contracting regulations and applies that knowledge when advising internal and external customers.

Contract Monitoring, Compliance, and Quality Assurance

Monitors contract performance by examining deliverables, billings, fiscal data, eligibility determinations, vendor performance, and other contract records for compliance with contract terms, applicable laws, regulations, policies, and procedures.

Performs quality control reviews of procurement and contract documents to ensure accuracy, completeness, and compliance with applicable legal, regulatory, fiscal, and agency requirements.

Evaluates expenditure data and makes projections to ensure appropriate use of funds.

Reviews fiscal expenditure reports for completeness, appropriateness, accuracy, and conformity with contract requirements.

Prepares and submits vendor performance reports in the Vendor Performance Tracking System for contracts that require reporting.

Recommends contract actions, including corrective action, cancellation, close- out, or dispute resolution support, when contract issues or deviations occur.

Maintains contract records and documentation in accordance with agency records management requirements.

Contract Development, Procurement, and Lifecycle Management

Plans, processes, reviews, and maintains procurement and contract documents throughout the procurement and contract lifecycle, including solicitation development, contract award, contract administration, renewal, amendment, and close-out.

Develops solicitations, contracts, renewals, amendments, purchase orders, and related procurement documents by identifying business needs, describing services or goods to be provided, evaluating information supplied by bidders and vendors, and negotiating or assisting with negotiating contract specifications.

Prepares and distributes solicitations to vendors, reviews responses, verifies accuracy, terminology, and specifications, and supports all phases of the procurement process.

Reviews solicitation documents prior to award and reviews contract documents during active administration and close-out to ensure accuracy, completeness, and alignment with agency needs.

Conducts or assists with needs assessments to determine requirements for the purchase of goods or services.

Processes purchases and procurements of varying complexity, including a significant volume of IT-related procurements.

Contract Management Best Practices, Training, and Continuous Improvement

Develops, maintains, and recommends contract management best practices, tools, templates, procedures, and process improvements to support consistent agencywide contract administration.

Identifies contract management training needs and conducts training, guidance, or technical assistance for agency staff on procurement, contract administration, monitoring, compliance, and documentation requirements.

Supports change management activities related to procurement and contract management processes, systems, procedures, and customer expectations.

Monitors legal, regulatory, and policy requirements related to procurement and contracting and recommends updates to agency practices or documents as needed.