DPS - DLD - Contract & Compliance Coordinator - 1687

Texas Department of Public Safety; Austin (TX); In loco; USD 60.000 - 85.000; Tempo pieno

Descrizione del lavoro

The Texas Department of Public Safety seeks a Contract & Compliance Coordinator for the DPS - DLD program. This senior-level role oversees contract monitoring, vendor coordination, deliverable tracking, procurement support, invoice coordination, and compliance activities across assigned contracts.

Work requires advanced analysis, ability to develop recommendations for management decisions, and the use of CAPPS and SharePoint.

Competenze

• Minimum of three (3) years of experience in purchasing/procurement.
• Minimum of two (2) years of experience monitoring complex contracts.
• Substitution of education for experience allowed on a year-for-year basis.
• Must possess valid driver license if driving is required.

Mansioni

• Prepare scope of work, specifications, and conditions for new contracts; lead negotiation strategies.
• Evaluate operations related to contract performance and develop tracking metrics.
• Coordinate procurement activities from requisition through closeouts.

Conoscenze

Vendor coordination

Contract management

Data analysis

Negotiation

MS Office

Formazione

Bachelor of Arts/Science preferred in Business/Public Administration/Accounting

High School Diploma/Equivalent

Strumenti

CAPPS

SharePoint

MS Excel

Descrizione del lavoro

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Job Title DPS - DLD - Contract & Compliance Coordinator - 1687

Weekend work may be required, on occasion.

This position is for an extended hours facility.

Work schedules begin as early as 7:00am and may end as late as 8:00pm.

PLEASE NOTE

All applications must contain complete job histories, which includes job title, dates of employment, name of employer, supervisor's name and phone number and a description of duties performed. If this information is not submitted, your application may be rejected because it is incomplete. Resumes do not take the place of this required information.

GENERAL DESCRIPTION

Performs advanced (senior-level) operational analysis and administrative work within the assigned area of responsibility. Work includes daily monitoring of contracts, vendor coordination, deliverable tracking, procurement support, invoice coordination, operational reporting, and contract compliance activities. Analyzes processes and develops recommendations to support management decision making. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment.

The following Military Occupational Specialty codes are generally applicable to this position.

Applicants must fully complete the summary of experience to determine if minimum qualifications are met.

ESSENTIAL DUTIES / RESPONSIBILITIES

• Prepares scope of work, specifications, and conditions for new contracts; prepares contracts; leads negotiation strategies; and awards new contracts.
  
• Evaluates operations and activities related to monitoring contract performance by developing tracking metrics to inform management decisions.
  
• Supports the procurement lifecycle by coordinating activities from initial requisition through contract administration, monitoring, and closeouts.
  
• Conducts on-site visits to contractors to examine billings, fiscal data, and eligibility determinations for compliance with contract terms and agency policies.
  
• Works directly with Driver License management/staff on behalf of P&CS to ensure knowledge and adherence of contract requirements of all organizational commodities and services.
  
• Leverages the state CAPPS system to enter requisitions, upload documentation, track orders, and process receiving reports to ensure timely vendor payments; utilize a P-Card for authorized micro-purchases.
  
• Under the direction of Procurement & Contract Services correspond with other agency representatives and vendors regarding purchase requirements, delivery and quality of merchandise.
  
• Support the agency Historically Underutilized Business (HUB) program promoting the utilization of HUB vendors for all procurements.
  
• Assists with the development of short and long-term strategies and goals for the administration of assigned contracts.
  
• Under the direction of Procurement & Contract Services develop and conduct webinar training on purchasing and CAPPS system processes and procedures using information maintained on DLD Contract Manager's Share Point site as curriculum.
  
• Analyzes historical, current, and forecasted procurement data to identify trends, diagnose systemic issues, and recommend procedural improvements through comprehensive management reports.
  
• Investigates and resolves discrepancies, complaints, and disputes by negotiating settlement agreements or by canceling or terminating contracts.
  
• Executes special projects and ad-hoc initiatives as directed by DLD Management to support departmental objectives.
  
• Leads fiscal year end processes activities, contract compliance efforts, and implementation of process enhancements
  
• Plans, develops, and conducts presentations.
  
• Ensures the vendor personnel maintain all required licensing/certifications/training/vendor report submissions and notify Procurement teams of any key vendor personnel changes.
  
• Provides input on or prepares the contract budget; recommends budget allocations for proposed contract agreements; arranges, monitors, and reviews budget allocations with management; and provides budget forecast and proposes alternatives
  
• Attend work regularly and observe approved work hours in accordance with agency leave and attendance policies.
  
• Perform other duties as assigned.
  

GENERAL QUALIFICATIONS and REQUIREMENTS

Education - High School Diploma/Equivalent is required. Graduation from an accredited four-year college or university with a Bachelor's degree in Business Administration, Public Administration, or Accounting is preferred.

Experience - Minimum of three (3) years of experience in the purchasing and procurement of goods and services and a minimum of two (2) years¿ experience in monitoring complex contracts. Additional experience in technical writing and data analysis and reporting is preferred.

Substitution Note: Additional education of the type described may be substituted for the required work experience on a year-for-year basis.

Licensure and/or Certification - If driving is required, must possess a valid driver license from state of residence.

Regulatory knowledge - Working knowledge of, or the ability to rapidly assimilate information related to TXDPS, State and Federal regulations, legislation, guidelines, policies and procedures.

Leadership skills - Knowledge of management/supervisory methods and principles, performance/productivity standards, and fiscal/budget management. Ability to develop plans, policies, and procedures for efficient workflow and overall effectiveness. Ability to provide clear direction to others, promote teamwork and motivate others to accomplish goals.

Technology - Proficiency with Microsoft Office and appropriate levels of proficiency with utilized software and systems (e.g. CAPPS, SharePoint) and be able to learn new software/systems.

Interpersonal Skills - Must demonstrate an ability to exercise poise, tact, diplomacy and an ability to establish and maintain positive, working/professional relationships with internal/external customers. Must demonstrate DPS' core values: Integrity, Excellence, Accountability, and Teamwork.

Organizational and Prioritization Skills - Must be organized, flexible, and able to effectively prioritize in a multi-demand and constantly changing environment; able to meet multiple and sometimes conflicting deadlines without sacrificing accuracy, timeliness or professionalism.

Presentation/Communication Skills - Must be able to construct and deliver clear, concise, and professional presentations and/or communications to a variety of audiences and/or individuals.

Research and Comprehension - Must demonstrate ability to quickly and efficiently access relevant information and be able to utilize and/or present research and conclusions in a clear and concise manner.

Analytical Reasoning/Attention to Detail - Must demonstrate an ability to examine data/information, discern variations/similarities, and be able identify trends, relationships and causal factors, as well as grasp issues, draw accurate conclusions, and solve problems.

Confidentiality and Protected Information - Must demonstrate an ability to responsibly handle sensitive and confidential information and situations and adhere to applicable laws/statutes/policies related to access, maintenance and dissemination of information.

Safety - Must be able to work in safe manner at all times, avoiding shortcuts that have potential adverse results/risks, and must be able to comply with safety standards and best practices.

Schedule and Travel - Availability for after-hours and weekend work may be required. Travel statewide as needed to attend annual seminars.

PHYSICAL and/or ENVIRONMENTAL DEMANDS

The physical and environmental demands described here are representative of those encountered and/or necessary for the employee to successfully perform the essential functions of this job; reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ambulatory skills, e.g. stand, walk, sit;
• Ability to speak, hear, and exercise visual acuity;
• Ability to transfer weights of up to twenty (20) pounds anticipated for this position;
• Driving requirements: Low ¿ 1 or less times/week.
  

Current DPS employees who submit applications for posted DPS positions shall notify their immediate supervisor in writing.

A DPS employee who is selected for a position in the same salary group and state title as their current position will be transferred with no salary change.

A DPS employee who is selected for a position in their current salary group with a new state title may receive an increase of no more than 3.4% over their current salary regardless of posted salary.

Salary is contingent upon qualifications and is subject to salary administration and budgetary restrictions.

DUE TO THE HIGH VOLUME OF APPLICATIONS WE DO NOT ACCEPT TELEPHONE CALLS. ONLY CANDIDATES SELECTED FOR INTERVIEW WILL BE CONTACTED.

State of Texas retirees may be rehired for full-time, non-commissioned positions only under very specific circumstances.