State Grant Analyst IV

TX-HHSC-DSHS-DFPS • Austin, TX

8d • Hybrid

About The Position

Management Analyst IV - Grants
The Management Analyst IV performs highly advanced (senior level) administration, contract analysis, grant development, and coordination work. The position will liaise with HHSC Procurement and Contracting Services (PCS), System Contracting, and Rural Hospital Finance (RHF) to develop and publish grant opportunities for rural hospitals. This role will work extensively on cross divisional projects within the CFO Division which will involve, but not limited to development and management of grant solicitations and other procurement methods; entry of purchase requisitions; managing contract deliverables and reporting; data and document management; and project planning and implementation. The Management Analyst must adhere to agency policies, procedures, and processes.
This position is expected to participate and potentially lead internal and external stakeholder meetings, solicitation/grant requirements gathering sessions, and contract negotiations, if needed. The Management Analyst IV works under minimal supervision, with considerable latitude for the use of initiative and independent judgement.

Requirements

• Knowledge of state procurement and contract management requirements, regulations pertaining to grants, and best practices; business administration and accounting principles and practices; and budgeting processes.
• Knowledge of policies, rules, or regulations relating to grant administration, compliance, policies, and procedures.
• Knowledge of organizational planning, organizational development, and implementation methods needed to establish and administer complex contracts. Knowledge of local, state, and federal laws relating to contract administration, state purchasing, and grant administration
• Knowledge of State government organization, administration, management, and operating practices.
• Skill in analyzing/interpreting large and complex data sets, and writing complex documents/reports, policies, and procedures.
• Skill in leading and conducting meetings within internal and external stakeholders using Teams/Go-To-Meetings/Go-to-Webinars or related products.
• Skill in preparing written analyses and administrative reports and special projects as assigned.
• Skill in communicating complex information in a clear, understandable way in writing and in person.
• Skill in organizing and presenting information effectively, both orally and in writing, to individuals at all levels both internally and externally.
• Skill in handling multiple projects, managing competing priorities, and meeting tight deadlines
• Ability to analyze or evaluate problems; to develop, recommend, or present alternative solutions; to conduct or coordinate studies; to develop, interpret, or implement policies and procedures; to design programs or training; to prepare concise reports; and to communicate effectively.
• Ability to assist with directing program activities to establish goals and objectives that support the strategic plan, and to devise solutions for administrative problems.
• Ability to professionally interact and communicate with multiple stakeholders including Executive leadership, department staff, and contractors.
• Ability to interpret policies, rules or regulations to resolve related issues and concerns.
• Ability to evaluate contracts and make recommendations on amendments and renewals.
• Ability to research, evaluate, and interpret policies, procedures, and regulations. Ability to gather, write, and edit contract requirements and specifications.
• Ability to rapidly resolve complex problems using critical thinking.
• Ability to exercise sound judgment in making critical decisions in analyzing complex information and developing plans.
• Ability to manage and track contracts in compliance with HHS policies.
• Ability to work in a professional setting with diverse groups, stakeholders, agency departments, leadership, and contractors.
• Ability to establish and maintain positive, effective working relationships with others.
• Certified Texas Contract Manager (CTCM) and Certified Texas Contract Developer (CTCD) required.
• Graduation from an accredited four-year college or university. A degree with major coursework in business administration, human resource management, finance, public administration, or a related field is generally preferred. Grant, procurement, and contract management experience and education may be substituted for one another on a year-for-year basis up to four years.
• A minimum of three (3) consecutive years of relevant contract, procurement, and grant experience in the public sector.

Nice To Haves

• At least five (5) years’ experience in grant and financial monitoring preferred.

Responsibilities

• Confers with agency personnel to establish the scope, objectives, budget, and implementation schedule for grant opportunities utilizing the appropriate advertisement method (Request for Application (RFA), Open Enrollment, etc.)
• Works with RHF to develop requirements for grant programs and may create grant applications and/or forms.
• Researches, identifies, develops, and documents procurement related tasks related to market research, contract terms, budgets, evaluation criteria, and solicitation documentation.
• Assesses internal stakeholder procurement needs and conducts working sessions to gather preliminary requirements.
• Performs in the capacity of subject matter expert (SME) during the procurement and contract development processes.
• Reviews grant applications and proposals to ensure minimum qualifications are met.
• Develops solicitation packages for complex procurements using the appropriate solicitation method (Request for Offers (RFO), Request for Applications (RFA), Request for Proposals (RFP), and Invitation for Bids (IFB).
• Works with System Contracting to develop, edit, finalize, and execute contract package(s) including routing the contract package(s) for approvals in CAPPS and signatures through DocuSign.
• Ensures procurement and contract files, checklists, and risks are uploaded and entered into the System of Contract Operations and Reporting (SCOR).
• Performs contract close out activities within required timeframes to ensure agency compliance.
• Completes contract monitoring reviews within assigned time limits and in accordance with the contract, state rules, federal regulations, and agency guidelines.
• Deploys and promotes best practices in contract management to mitigate risks during contract lifecycle.
• Monitors, reassesses, and manages risks throughout the contract lifecycle. Escalate matters as needed to management and legal when appropriate.
• Conducts procurement and contract reviews to analyze and determine potential areas of improvement.
• Tracks and forecasts budget needs and to ensure goods/services are received as contractually required.
• Ensures compliance of departmental activities with HHS policies and procedures and state procurement laws.
• Provides excellent customer service through written and oral communications with contractors and contract stakeholders.
• Maintains proactive, professional, and productive communications and working relationships with all internal and external stakeholders at all times.
• Facilitates post-award contract meetings with contractor and stakeholders to develop a mutual understanding of performance and administrative expectations.
• Communicates complex contract information in an easily understandable way to diverse audiences.
• Facilitates and conducts meetings with internal and external stakeholders during the contract lifecycle.
• Interprets historical, current, and projected data to identify problems, causes, and areas for which procedural or system changes are indicated, especially as it relates to cross-divisional coordination functions, requisitions and purchasing, and contract compliance.
• Assists with the evaluation of agency functions and activities being considered for conversion to contract operations, or for supplementation by contracted support; provides support and guidance to staff regarding the process for conducting an analysis; and briefs department management on activities.
• Generates reports and data related to work activities, including developing long- term schedules and plans.
• Evaluates new or improved business and management practices for application to CFO operations.
• Reviews and evaluates recommendations for improvement and corrective action to standardize or improve organizational systems
• Develops new or modifies existing administrative policies, procedures, and objectives, including updating forms and reports, related to complex requisitions and purchases, obtaining training resources, and subscription services.
• Analyzes new or proposed legislation or regulations to determine their effect on program operations and management.
• Reviews comprehensive technical records and reports that present and interpret data, identify alternatives, and make and justify recommendations.
• Participates in educational outreach activities such as writing newsletter articles or quick take videos.
• Other duties as assigned by management.

Benefits

• comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees
• a defined benefit pension plan
• generous time off benefits
• numerous opportunities for career advancement

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level