Contracts Manager I

LOCATION: HAWAII HEALTH SYSTEMS CORP | Contracts

POSITION STATUS: 1.00 | Permanent

SALARY RANGE: BU13 | SR24

SALARY RATE: $72,516.00 (Annual Salary) based on the FTE

JOB DUTIES: This position serves as Contracts Manager I and technical advisor to the Director of Contracts Management, HHSC. This position is responsible for providing acquisition guidance, advice, instruction, training and recommendations. This position is also responsible for assisting in developing/implementing acquisition policies and procedures in support of the Corporate Office and HHSC healthcare facilities.

I. MAJOR DUTIES & RESPONSIBILITIES:

A. Contract Administration 70%

1. Primary responsibility is to provide contract services, guidance, plans and policies for procurement, contracting and purchasing functions in support of the Corporate Office and HHSC healthcare facilities.

2. Receives, reviews and processes procurement requests to ensure completeness and accuracy with statutory and regulatory requirements. Assists in the development of specifications, scope of services and other requirements of contractual documents. Develops, prepares and issues Invitation for Bids (IFB), Request for Proposals (RFP, RFOP, etc.), Purchase Orders (PO), DLNR Revocable Permits, MOA’s, contracts and a multitude of miscellaneous contractual documents.

3. Conducts contract technical and cost reviews/negotiations, and evaluation of bids/proposals. Coordinates with HHSC Legal Counsel in reviewing and analyzing the legal sufficiency of developing/pending contracts. Develops, prepares and coordinates contract award documents to include selected high dollar value and complex contract requirements with firm fixed price to cost-reimbursement contracts containing unique aware and incentive fee arrangements.

4. Performs contract administrative functions, i.e. monitors contractor’s performance. Negotiates, prepares and issues contract modifications, amendments, change orders. Reviews and processes contract claims, protest, appeals, alleged irregularities and other related documents in coordination with Corporate Legal Counsel.

5. Monitors and/or performs acceptance of contract requirements and coordination of payment procedures. Develops and maintains contract files and other appropriate contractual records. Performs closing, termination, storage and archiving requirements of contract documents.

6. Performs acquisition planning; receives, reviews, distributes and files unsolicited proposals. Maintains/updates the Corporate level “Bidders List” file. Performs miscellaneous acquisition requirements to include but not limited to: Contract pricing reviews and determinations; value engineering practices; reviewing and developing contract provisions, terms and conditions; other actions, as identified by the supervisor.

B. Acquisition Management 20%

1. Develops guidance, plans and policy for acquisition management and contracting programs utilizing comprehensive ground and knowledge of procurement, contracting and purchasing rules, laws, policies, regulations, principles, concepts and methods.

2. Provides policy and technical guidance on contract types purchase requests procedures, contract administration, commercial activities, ADPE acquisitions, performance work statements/specifications, contract labor violations, procurement ethics and a multitude of other acquisition concerns, issues and questions. Reviews acquisition problems and recommends solutions and/or corrective or remedial actions.

3. Serves as the point of contact (POC) for business firms relative to acquisition interests.

4. Analyzes and recommends acquisition management reviews. Develops and recommends acquisition management policies and procedures. Develops and recommends solutions to criminal or fraudulent contracting actions. Develops and maintains acquisition statistical data and prepares weekly, monthly, quarterly, and annual analyses and reports. Reviews HHSC healthcare facilities acquisition actions and provides assistance as required.

C. Other Duties 10%

1. Participates in Corporate staff assistance visits and technical management reviews at HHSC facility contracting offices. Serves as project officer for Corporate conference and training seminars. Prepares and presents briefings on acquisition management and contracting functions. Performs duties as a member of the acquisition policy task group and subcommittees. Performs duties as a contracting representative in any specialized contracting area. Performs other duties supporting the mission and vision of HHSC, as assigned by the supervisor.

THE MINIMUM QUALIFICATION REQUIREMENTS ARE: Applicants must meet all of the following requirements. Please note that unless specifically indicated; the required education and experiences may not be gained concurrently. In addition, qualifying work experiences are based on a 40-hour work week.

EDUCATION: Graduation from an accredited four (4) year college or university with a bachelor’s degree. Excess work experience as described under Specialized Experience, below, or any other responsible administrative, professional or analytical work experience which provided knowledge, skills and abilities comparable to those acquired in four (4) years of successful study while completing a college or university curriculum leading to a baccalaureate degree may be substituted on a year-for-year basis. To be acceptable, the experience must have been of such scope, level and quality as to assure the possession of comparable knowledge, skills and abilities.

The education or experience ground must also demonstrate the ability to write clear and comprehensive reports and other documents; read and interpret complex written material; and solve complex problems logically and systematically.

SPECIALIZED EXPERIENCE: Three and one-half (3½) years of progressively responsible work experience which involved one or a combination of the following: professional work experience in the development and/or administration of contracts:

• Preparing specifications for bids & quotes and proposals or formal requests for proposals for contractual services which involved the application of professional judgement and analysis in determining contract terms and conditions and/or developing proposals to meet such requirements;
• Evaluating, developing, negotiating, or revising the content of proposals and/or contracts and/or requests for proposals or other solicitation documents;
• Monitoring and evaluating the performance of contracted parties to ensure compliance with the terms and conditions stipulated in the contracts.

• Supervisory aptitude is the demonstration of aptitude or potential for the performance of supervisory duties through successful completion of regular or special assignments which involve some supervisory responsibilities or aspects; by serving as a group or team leader, previous work experience in a position that demonstrates or performs supervisory functions or in similar work in which opportunities for demonstrating supervisory capabilities exist; by completion of training courses in supervision accompanied by application of supervisory skills in work assignments; or by favorable appraisals by a supervisor indicating the possession of supervisory potential.

QUALITY OF EXPERIENCE: Possession of the required number of years of experience will not in itself be accepted as proof of qualification for a position. The applicant's overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that he/she has the ability to perform the duties of the position for which he/she is being considered.

KNOWLEDGE AND ABILITIES REQUIRED:

KNOWLEDGE OF: Knowledge of principles and practices of contract administration, acquisition management; applicable federal, State and local laws, rules, regulations and standards; principles and practices of supervision and management. Knowledge of pre-award and post-award contracting policies and procedures to conduct reviews of full contracts, contracting plans and contract changes for propriety of acquisition method, contract type and documentation. Knowledge of commercial business and industrial practices, (i.e. commercial subcontracting, procurement of raw material and costing techniques) related to the items procured sufficiently to analyze cost breakdowns and contract proposals. Knowledge of regulations and related material to develop local acquisition supplements, policies and procedures.

ABILITY TO: Understand, interpret, evaluate and apply applicable laws, rules, regulations, policies and other technical materials; monitor and evaluate the performance of contracted parties to ensure compliance with the terms and conditions of the contracts; analyze and evaluate information, identify problems and develop alternative solutions; establish and maintain effective working relationships; communicate effectively orally and in writing; and prepare clear and concise reports and correspondence.

ALL CIVIL SERVICE JOB VACANCIES WILL BE POSTED FOR A MINIMUM OF TEN (10) CALENDAR DAYS

The Hawaii Health Systems Corporation is an equal opportunity employer and complies with applicable state and federal laws relating to employment practices

QUALITY OF EXPERIENCE: Possession of the required amount of experience will not in itself be accepted as proof of qualification for the position. Overall paid or unpaid experience must have been of such scope and responsibility as to conclusively demonstrate that you have the ability to perform the duties of this position. Provide a detailed description of your duties and responsibilities. If you worked on a part-time basis, indicate the average number of hours worked per week. Please note that experience will be based on a 40-hour workweek. Note: We will not postpone the recruitment process because of your failure to provide accurate and complete information concerning your qualifications.

MERIT OR CIVIL SERVICE SYSTEM: You must meet the minimum qualification requirements, including education, experience, other public employment requirements for State Civil Service employment, and HHSC Standards of Fitness. Only those applicants that are scheduled for an interview with the hiring manager will be contacted.

CITIZENSHIP AND RESIDENCE REQUIREMENT: Applicants must be a citizen, national or permanent resident alien of the United States or a non-citizen eligible under the federal law for unrestricted employment and at the time of appointment intend to reside in the State of Hawaii during the course of employment with the Hawaii Health Systems Corporation.

VETERAN’S PREFERENCE: If you are claiming Veteran’s Preference, you must submit a copy of your DD214 and/or other substantiating documents specifying the periods of your service.

HEALTH AND PHYSICAL REQUIREMENTS: Applicants must meet the health and physical requirements deemed necessary to effectively and safely perform the essential functions of the position with or without reasonable accommodation. Hawaii Health Systems Corporation is committed to making reasonable accommodations on a case-by-case basis. Applicants seeking reasonable accommodations should be ready to discuss the accommodation sought so that a determination can be made that such accommodation is reasonable and would not cause the employer undue hardship.

MEDICAL/PHYSICAL EXAMINATION REQUIREMENT: Offers of employment will be contingent on successfully passing a pre-employment physical examination, which includes drug screen and other regulatory medical requirements such as, but not limited to, two-step tuberculosis (TB) screen. The cost for physical examinations, except the cost for drug screening, shall be borne by the applicant and not the Hawaii Health Systems Corporation.

CRIMINAL/GROUND, CREDENTIALING CHECKS: Applicable checks will be conducted periodically, and any associated costs may be borne by the applicant. Applicable checks may include, but are not limited to, state and federal criminal history records, child abuse and neglect registry check, adult protective services registry and sex offender registry records, etc. If a job offer is made or employment is begun prior to completion of all applicable checks, any offer of employment or continued employment is contingent upon satisfactory return of all required checks.

IMPORTANT APPLICATION/EMPLOYMENT INFORMATION

Administrative Review, subsequent appeals: If you do not agree with a decision made by the Employment Office as to your non-qualification or non-selection for a position, you may complete a Request for Administrative Review form (available on the HHSC website) or you may submit a written request within twenty (20) days from the date of your sent notice to the Regional Chief Executive Officer/Designee. Your letter requesting the Administrative Review must include: 1) The job title(s) and recruitment number(s), 2) the specific reason(s) you are requesting the review noting if there is statute or rule violation, and 3) any additional information you want to submit to substantiate your request. If you do not submit your request within the twenty (20) days deadline, no Administrative Review will be conducted. Since the Administrative Review is a prerequisite to subsequent steps, failure to utilize this process will make you ineligible for subsequent appeals. The administrative review, formal complaint and/or appeals hearing will not necessarily postpone the recruitment process and/or rescind a selection. If you do not agree with the Administrative Review, you may file a Formal Compliant and then, if you are still not satisfied, you can appeal to the HHSC Merit Appeals Board.

CONTACT INFORMATION: HAWAII HEALTH SYSTEMS CORP is located at 3657 Kilauea Avenue, Honolulu, HI 96816. For employment opportunities, please contact (808) 733-4158 or (800) 845-6733 (TTD/TTY), email: jobs@hhsc.org or visit our website at https://www.hhsc.org/.

Persons with Disabilities may contact the Recruitment Office to discuss special needs in applying at (808) 733-4158 or (800) 845-6733 (TTD/TTY), jobs@hhsc.org.