Contract Management Specialist II

Posting Title Contract Management Specialist II
Job Requisition Number COA085111
Position Number 101286
Job Type Full-Time
Division Name Business Services
Minimum Qualifications Education and/or Equivalent Experience:

• Graduation with a Bachelor’s degree from an accredited college or university with major coursework in Business Administration, Public Administration or other relevant field, plus two (2) years of related experience.

• Experience may substitute for the education up to the maximum of four (4) years.

Licenses and Certifications Required:

• None.

Notes to ApplicantsA detailed and complete job application is REQUIRED and helps us to better evaluate your qualifications. In completing your job application, please be sure to provide a COMPLETE employment history regarding any and all relevant work experience that you would like for us to consider. Please be thorough in completing the employment application and list all experience and education that is relevant to this position. For each position, please describe your specific experience as it relates to the minimum and preferred qualifications.

This information will also be used to determine salary in the event that you are selected for this position. You will not be given the opportunity to provide additional work experience once you complete and submit your job application. Furthermore, if selected as the top candidate, you will not be permitted to present additional work experience for salary calculation purposes.

Travel:
If you are selected for this position, and meet the Driver Safety Standards in the City of Austin Driver Safety Program, you may drive when necessary to multiple locations as part of your regular job duties. Otherwise, you are responsible for getting to and from these locations

This position may require a skills assessment.

Please note that position location and schedule are subject to change based upon operational needs.

90 Day Provision for Additional Vacancy:
This posting may be used to fill other vacancies in other sections within the Division. Decisions on assigned section will be made at the time of hire based on business needs.

Applicants are encouraged to apply as soon as possible. The department reserves the right to close the posting after 7 calendar days.

Cover letters and resumes are not being accepted for this posting.

When completing the Supplemental Questions, please note that your answers to the supplemental questions must be supported by information contained in your application.
Pay Range$21.85 – $27.86
HoursMonday – Friday, 8:00 a.m. – 5:00 p.m.
Hours may vary depending on work demands and customer support needs.
Job Close Date
02/23/2022
Type of Posting External
Department Fleet Mobility Services
Regular/Temporary Regular
Grant Funded or Pooled Position Not Applicable
Category Professional
Location 6800 Burleson Rd., Austin, TX 78744
Preferred Qualifications

• Experience working for a government entity or a Fleet operation;
• Experience developing and managing contracts in compliance with local, state and/or federal regulations;
• Experience researching and responding to inquiries from executives, customers and contractors;
• Intermediate proficiency with Microsoft Office Suite, specifically with Word and Excel;
• Ability to travel to more than one work location.

Duties, Functions and ResponsibilitiesEssential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

• Performs spot buying by placing orders off of existing contracts and by soliciting and awarding informal quotes (per Central Purchasing policy limitations).

• Prepares for bid process by gathering contract requirements from designated departmental liaisons, deciding appropriate commodities or scope of work to include on a contract bid, recommending and preparing effective supplemental terms and conditions, specifications and drafting purchase documents for bid.

• Develops and maintains contract database(s) spreadsheets and/or other contract management software tools. Enters data into the system of record and generates approval documents to support purchases. Establishes budgeted base and resolves variances. Submits and/or coordinates submission of requisitions, evaluates bid files and prepares recommendations for award.

• Develops and manages requirements for contracts or grants for effectiveness by monitoring budgeted amounts to expended amount and/or contract’s dollar balance and time remaining, recommending whether to extend an existing contract or prepare for a new bid process, processing contract modifications and performing contract releasing activities.

• Manages contractor and subcontractor performance for compliance to contract terms and conditions by monitoring contractor performance which includes but not limited to inspecting product to ensure compliance with specifications, preparing and discussing contractor performance evaluations with the contractor and/or departmental liaison, and resolving contractual issues.

• Prepares reports by collecting, analyzing and summarizing information regarding contractor performance, supply chain effectiveness, contract expenditures, purchase history, etc., for reporting to management, team members and customers.

• Monitors supply chain by reviewing status of selected materials, identifying problems and recommending and/or implementing solutions. Coordinating product demonstrations.

• Provides technical and contractual assistance by developing, advertising, coordinating and conducting workshops, training sessions and orientation sessions.

• Conducts and/or coordinates site visits to educate contractors and subcontractors about contract requirements, to conduct interviews with contract workers, to obtain payroll records for audit purposes and/or to inspect products to ensure compliance with contract requirements.

Responsibilities- Supervision and/or Leadership Exercised:

• 
  None.

Knowledge, Skills and AbilitiesMust possess required knowledge, skills, abilities and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Knowledge of contract law, contracting practices regulations, policies and techniques.

• Knowledge of contract language, terms, conditions etc.

• 
  Knowledge of Federal, State and Local laws.

• 
  Knowledge of city practice, policy and procedures.

• 
  Skill in oral and written communication.

• 
  Skill in handling multiple tasks and prioritizing.

• 
  Skill in using computers and related software applications.

• 
  Skill in data analysis and problem solving.

• 
  Skill in planning and organizing.

• 
  Ability to evaluate contractor performance.

• 
  Ability to establish and maintain good working relationships with other city employees and the public.

• 
  Ability to write specific terms or conditions for contracts.

• 
  Ability to resolve non-complex contractual problems.

• 
  Ability to work with frequent interruptions and changes in priorities

Criminal Background Investigation This position has been approved for a Criminal Background Investigation.
EEO/ADACity of Austin is committed to compliance with the American Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or TTY (512) 974-2445.
Information For City Employees: If you are an employee within the department, are in good standing and meet both the minimum and preferred qualifications, then you will receive an initial interview.