Investment Operations Contract Analyst

The Investment Operations Contract Analyst participates in the and administration of investment management division contracts by defining requirements developing scopes identifying contract risks and monitoring and managing the contract after including vendor issues and assessments. The incumbent will assist with and plan design coordinate implement and administer contracts invoices contract renewals and reporting and participate in annual procurement planning. This position will proactively work with IMD Budget & Accounting Procurement & Contracts (P&C) and Legal & Compliance (L&C). This position reports to an Investment Operations Manager.

WHAT YOU WILL DO:

Contracting Process
Participates in contracting process for IMD with Procurement & Contracts and Legal & Compliance and the relevant IMD Business Unit(s)
Works with IMD business units to identify the need for new services or renewal of existing service.
In collaboration with P&C assists with and prepares statement of work business requirements and evaluation criteria for solicitations.
In collaboration with P&C assists with and completes contract risk assessments to identify and manage risks in the early stages of procurement including vendor success compliance issues cost quality or delivery issues. Follows a mitigation plan when risks are identified to eliminate or reduce the risk.
Participates in procurement kickoff meetings including all business units involved to coordinate resources and discuss requirements for procuring the contract.
Ensures appropriate subject matter representation on evaluation committees established to evaluate bid responses.
Provides assistance to contract agency staff on eligibility policy documentation and billing procedures.
Monitors the procurement and contracting process to ensure that contractors are fairly and objectively selected.
Assists with and negotiates contract terms conditions specifications and provisions in accordance with applicable procurement law and the agencys best interests.

Contract Monitoring
Assesses each contract to determine whether enhanced contract monitoring is needed.
Monitors contract performance including assistance with developing and tracking key metrics.
Monitors vendor performance to ensure compliance with all contractual obligations and identifies any developing problems or
issues. Reviews the results of monitoring efforts to ensure corrective actions have been taken identifies common problem areas that might require training and improves contract requirements for future contracts.
Assists with preparation to discuss contractor performance evaluations with the contractor and/or departmental liaison to explain
performance evaluations and obtain feedback and reporting and resolving complex contractual issues.
Assists with and identifies and resolves contract performance issues and disputes with vendors following the dispute resolution process defined by each contract. Engages P&C and L&C as needed for support.
Ensures invoices for contracts are issued in compliance with contract terms
Reconciles assigned contracts with the IMD procurement plan and tracks expiration deadlines. Consults with P&C to determine whether the contract will be renewed extended reprocured or allowed to expire before the procurement lead times required for a new solicitation.
Notifies and works with P&C to implement contract changes.
Performs contract closeout procedures. Confirms the contracted deliverables have been received and approved and the final invoice has been received.
Participates in internal and external audits researches and reconciles audit exceptions and recommends solutions.


Reporting Analysis & Data Management
Maintains contract budget and files. Completes required procurement forms and contract file documents.
Manages users of services (add named users deletes users that no longer need service).
Verifies invoices comply with contract terms. Processes invoices and obtains Contract Sponsor approvals.
Prepares reports for IMD management regarding contract administration plans operations activities achievements current/upcoming procurement activity and related issues.
Maintains and uploads contract documents to the procurement system after contract including deliverables and contract monitoring documentation. Ensures appropriate documentation is maintained in the contract file and retained according to the TRS retention schedule.
Identifies documents responsive to a legal hold notice and retains documents per L&C guidance until the legal hold notice is withdrawn.
Provides subject matter expertise and guidance to IMD business units related to contracts and procurement.
Assists with the development of annual procurement plan for contracts assigned.
Assists IMD management with budget planning for upcoming contract and purchasing activity.
Upon receipt of a program notice provides documents responsive to Public Information Act requests to L&C. Works with L&C to clarify requests and review documents as needed.
Develops and provides training on contract management and procurement.
Performs related work as assigned.

WHAT YOU WILL BRING:

Required Education
Bachelors degree from an accredited fouryear college or university in business administration
finance accounting supply chain management public administration or a related field.
High school diploma or equivalent and additional fulltime experience in contract management
supply chain management purchasing or related experience may be substituted on an equivalent yearforyear basis.

Required Experience
Four 4 years of fulltime directly related progressively responsible experience in contract
management supply chain management purchasing or related experience.

Required Registration Certification or Licensure
Certified Texas Contract Manager (CTCM) or must be obtained within twelve months of employment if not already certified.

Preferred Qualifications
Certification as a Certified Texas Procurement Manager (CTPM) or Certified Texas Contract
Developer (CTCD)
One 1 year of fulltime experience with a State of Texas government entity negotiating contracts.

Knowledge of
State procurement and contract management requirements regulations and best practices; of negotiating contracts; of developing contracts; of business administration and accounting principles and practices; and of policies and procedures of contract management.
Contract management
Procurement process
Solicitations
Negotiation strategies

Skills in
Writing contract specifications deliverables and terms and conditions
Negotiating contract terms and requirements balancing departmental and provider requirements and resolving related issues
Evaluating contracts and contractor performance and recommending future actions
Developing contracts
Problem resolution
Using a computer in a Windows environment with MS Office word processing spreadsheet and database systems; report writing; and other business software
Effective verbal and written communication of complex procurement policy and procedure to people of varying backgrounds including skill in presenting analysis and recommendations

Ability to:
Exercise sound judgement in making critical decisions
Organize and coordinate work assignments to effectively meet frequent and/or multiple deadlines
handle multiple tasks simultaneously and manage conflicting priorities and demands
Analyze problems and devise effective solutions.