Administrative Assistant Contract Management

Donna Laino

Certified Texas Contract Developer Purchaser

Experienced Contract Manager Seeking Administrative Assistant Role Detail-oriented professional with extensive experience in contract management and procurement, seeking to transition into an Administrative Assistant role to leverage skills in organization, communication, and scheduling.

Work Experience:

8/2019 – 5/2024 - Purchaser IV Office of Court Administration

Under the direction of Procurement & Contract Services, procure goods and services on the open market and assist Judicial Staff with membership renewals, and purchase of required goods for all Child Protection Court and Child Support Courts in Texas.

Prepare, review, and track procurement from requisition through all aspects of purchasing and/or contract management and close out.

Assist with contract monitoring.

Process receiving reports for Goods and Services received

Work in the CAPPS (Financial and Production) system to enter requisitions, upload pertinent documents, monitor, and enter receiving reports to ensure vendors are paid promptly and accurately.

Prepared monthly TDDP reports to monitor exception report.

Use a Procurement Card when appropriate.

Reconcile Procurement Transactions

Create internal standard operation procedures, and act as a liaison with the Purchasing and Contract Services Department to assist solicitation development.

Support the agency Historically Underutilized Business (HUB) program promoting the utilization of HUB vendors for all procurements.

processes complex procurements for products and specialized services

Maintains necessary records to comply with state and federal audit regulations.

Ensure that agency Historically Underutilized Business (HUB) goals are met.

5/2013-6/2015 - Contract Manager - Dept of Family & Protective Services

Served as Agency Pro-Card Administrator in addition contract manager.

Performs duties associated with procuring, developing, managing and monitoring a broad range of contracts for Adult Protective Services.

Reconciled 40+ procurement cards each month for accuracy and compliance with state rules.

Responsible for managing the different payment methodologies associated with client and administrative service contracts

Assisting in developing competitive and noncompetitive procurements.

negotiating and awarding contracts; processing renewals, amendments and plan changes.

Documents, processing payments to contractors and vendors.

Monitors contractor performance to determine fiscal and programmatic compliance with Federal, State and agency policies and procedures.

Responsible for maintenance of contract data in internal databases

maintaining ongoing updates to internal tracking systems, and maintenance of contract files i.e. billing and renewals data.

Completes contract management and monitoring activities as per applicable handbook requirements.

Identifies and resolves Contractor issues and manages financial aspects of assigned contracts or payment methodologies.

1/08- 5/2013 HHSC Purchaser

Pro-Car Administrator for agency as well as purchaser responsible for training staff of State rules regarding Procurement Worked primarily on goods teams, purchasing for HHSC staff.

Reviewing Requisitions for accuracy and order merchandise, supplies, and equipment by using, Interpreting, and monitoring established guidelines, rules, policies, and laws. Initiates, approves, and processes emergency purchases.

Prepares, reviews, and tracks purchase orders. Prepares and reviews bids and orders to verify accuracy, terminology, and specifications.

Reviews and tabulates bids and orders to determine the lowest and best bids or bids that provide best value.

Reviews requisitions for completeness and compliance prior to the processing of invitations for bids.

Audits invoices and checks for accuracy, receipt of material, and compliance with purchase orders.

Coordinates, reviews, and distributes bid invitations to vendors. Coordinates and processes competitive procurements.

Maintains and reviews various purchasing and procurement reports and records and coordinates the maintenance of files.

Negotiates contracts and recommends annual contract awards.

Monitors legal and regulatory requirements pertaining to purchasing and procurement as well as contract development

Assists with negotiating settlement complaints and resolving disputes.

May oversee receiving, storing, and issuing of warehouse items and oversee the inventory control of those items. Prepare and provide statutory required reports.

2003-2008 Contract Spec IV - HHSC

Under the supervision of the Branch Manager, provides support in contract management by participating in contracting activities such as contract funding reviews, quality management activities.

, extensive contract monitoring,

and other contract management activities to support HRS agency contracts. With minimal supervision, and with extensive latitude for the use of initiative and independent judgment, performs highly advanced, senior level, technical and consultative work assisting with the oversight of the daily operations and contract management activities from development to closeout within the Contract Management Section (CMS).

Responsible for completing analysis of contractor performance by reviewing contractor expenditure data, performance reports, and other pertinent data as it relates to contractor performance.

Responsible for implementing goals and objectives; developing contract guidelines, policies, and procedures; developing schedules, priorities, and standards for achieving established performance measures; monitoring contract compliance with federal and state laws, rules, regulations, guidelines, policies and procedures.

Coordinates and implements changes as new federal and state laws, rules, regulations and agency policies become effective.

Provides guidance regarding contract administration policies and procedures to program staff, management, and other Department staff as appropriate.

. Monitors contractor performance and expenditures, provides technical assistance and will assist with the close out of contracts.

Provides high-quality customer service to external and internal customers by prompt responses to inquiries, taking the initiative to solve problems, exercising flexibility, and continuing to seek improvements within the unit and program areas. Interacts routinely with customers including program managers, staff, contractors, stakeholders, organizations, and other state agencies to ensure appropriate contractor performance according to contract terms.

Participate in Kick off meeting as a liaison for procurement.

Skills: Purchase order processing

Call center Disaster experience with HHSC

Solicitation formation

Contract Management

extensive knowledge of state of Texas Procurement Rules

10 years’ experience with CAPPS

MS Work, excel.

contract manager.

Proficient in Smart Buy, USAS, TINS

Education: B.S. Sociology, Minor: Economics

Professional Certification: CTCD

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