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Special Projects Coordinator - 533522

Job Description:
Program Specialist IV

The Special Project Coordinator, under the direction of the Texas Civil Commitment Office (TCCO), performs highly complex, senior-level consultative and technical assistance work in assisting TCCO with all aspects of procurement, contracting, and vendor relations. The Special Projects Coordinator assists TCCO with strategic planning to determine agency needs, provides consultation regarding the method of procurement to obtain necessary goods or services and manages the procurement of goods and services from the planning phase to solicitation, contract award, and contract transition. Acts as a liaison with TCCO vendors and with HHSC procurement personnel. Works under limited supervision with moderate latitude for the use of initiative and independent judgment in assisting the agency with procurement, contracting, vendor relations, and special projects. Work involves planning and coordination of special administrative assignments, projects, and programs.  

Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

Assists TCCO administration with the determination of agency needs based on identified goals and priorities. Provides consultation to TCCO leadership regarding statewide procurement and contracting guidelines, regulations, and statutes. Determines and identifies the appropriate method of procurement to obtain necessary goods and services based on statewide procurement and contracting guidelines and develops a procurement plan. Develops and maintains procurement planning documentation.

Drafts and develops procurement solicitations to obtain goods and services that are necessary for agency operations. Collaborates with agency staff assigned to assist in the review and development of procurement solicitations. Manages the procurement process as TCCO’s liaison with HHS Procurement and Contracting Services (PCS) staff in the development, evaluation, and publication of solicitations. Communicates TCCO needs, objectives and information to PCS staff for use in the procurement of goods and services for TCCO and resolves issues that may arise during the procurement process. Evaluates information supplied by vendor applicants and bidders. Acts as the procurement and transition team lead, supervises staff involved in procurement and contract transition, and assigns procurement and transition tasks to involved staff members.

Assists in the development and implementation of program policies, procedures, standards and manuals in accordance with program objectives and goals utilizing knowledge of TCCO operations and state guidelines, regulations and statutes. Prepares and reviews agency operations and special reports regarding TCCO activities.

Plans and coordinates special and administrative assignments or programs. Prepares reports and briefing materials regarding special projects or agency initiatives. Assists in special projects such as training, review of proposed legislation, and presentations to internal staff, other agencies and the public.

Maintains vendor information files and acts as vendor liaison. Completes ongoing monitoring to ensure timely receipt of required documentation from service providers. Resolves questions, complaints or issues raised by vendors. Coordinates with Operations Monitor and other administrative staff to create and update evaluation tools and program report forms.

Communicates effectively verbally and in writing with vendors, staff, TCCO administration, and partner agencies.

Other duties as assigned which may include writing reports, reviewing legislation, and assisting in caseload coverage for case managers.  

Knowledge Skills Abilities:
Knowledge of agency policies and procedures.
Knowledge of the methods, principles, and practices of the agency.
Knowledge of state procurement and contracting guidelines, methods, and procedures.
Ability to organize and complete work in a timely fashion.
Ability to work productively and cooperatively with various professionals within and outside the agency and express ideas clearly and concisely.
Ability to communicate effectively, both verbally and in writing.
Ability to use word processing skills.
Ability to research, correlate, analyze and prepare comprehensive and accurate reports.
Ability to work effectively in groups with a variety of individuals.
Ability to interpret and apply policies, procedures and regulations.
Ability to review, analyze, and write procurement requirements and specifications.
Ability to study and evaluate programs and propose recommendations.
Ability to analyze and solve work problems.
Ability to meet strict guidelines and work on multiple projects with rapidly changing priorities.
Skilled in developing, managing and evaluating contracts, requests for proposals, and other procurements.
Skilled in advocating for the needs of the agency.
Skilled in gathering, assembling, correlating and analyzing facts to evaluate agency programs or initiatives and devise solutions.
Skilled in operating a personal computer and using applicable software.  

Registration or Licensure Requirements:
Certified Texas Contract Manager (CTCM) certification preferred or able to obtain within six (6) months.  

Initial Selection Criteria:
Bachelor’s degree from an accredited college or university required. Experience in contract development.