Overview

Minimum Qualifications

Education and/or Equivalent Experience:

  • Graduation with a Bachelor’s degree from an accredited college or university with major course work in a field related to Business Administration, Public Administration, plus four years of experience in a related field.
  • Experience may substitute for education up to the maximum of four (4) years.
  • A Master’s Degree may substitute for required experience up to two (2) years

Licenses Or Certifications

  • None.

Notes to Applicants

Position Overview: The purpose of the Contract Management Specialist III position is to provide Central Purchasing support for the Financial Services Department. The position will be part of the Administrative Support and Management Division. Responsibilities include assisting divisions with department wide purchasing needs, contract monitoring, and setting up Master Agreements in the City’s financial system.

Working with the City of Austin provides a number of health and wellness benefits such as low-cost medical, dental, vision, paid leave time, a highly competitive retirement plan, training opportunities and more. Please click HERE for more information .

Application Instructions And Top Candidate Requirements

A detailed and complete Employment Application is required. Resume and Cover Letter are required and will not be accepted in lieu of a complete online Employment Application. Employment history dates on resume should match online Employment Application. Employment history dates must include month and year. Please include contact information from previous employers. Candidates may be subject to a skills assessment. This position will require a pre-employment Criminal Background Investigation.

Employment Information

  • Employees of Real Estate Services are prohibited from ownership of a business related to real estate and from conducting work related to real estate as this presents a conflict of interest for employment with the City of Austin. Real estate includes, but is not limited to, sales, brokerage, appraisal, contracting, and all related activities.
  • Although there are posting dates listed, the Financial Services Department, Real Estate Services, may close the posting any time after seven days from the initial advertisement. Once a position is closed, no additional applications or application changes will be accepted.

Post Interview Verification

If you are selected as the top candidate for a position, we will be contacting your current and former employer, as well as the references listed in your application. Please do your best to ensure that the contact information on the application is accurate. Top candidates will also be required to provide proof of education from an accredited organization, copies of any professional licenses or certificates listed on the application and a copy of your DD-214 if claiming veteran’s preference.

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.

Pay Range

$24.10 – $30.72 per hour

Hours

Core hours: Monday – Friday, 8:00 a.m. – 5:00p.m. Schedule may change according to departmental needs. Work hours may include after hours, holidays, and weekend work. Telework may be available.

Job Close Date

09/23/2022

Type of Posting External

Department Financial Services

Regular/Temporary Regular

Grant Funded or Pooled Position Not Applicable

Category Professional

Location 505 Barton Springs Rd., Austin, Texas 78704

Preferred Experience

Preferred Qualifications

  • Professional procurement experience working for a municipality or other governmental agency, with strictly defined purchasing guidelines.
  • Experience with contract development, preparing scopes of work and specifications for new contracts and contracts to be re-solicited.
  • Experience with monitoring contracts for overall compliance, including but not limited to wage and subcontractor compliance.
  • Proficient in SharePoint and Microsoft Office Programs.
  • Ability to travel to more than one work location.

Duties, Functions And Responsibilities

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

Prepares for bids process by gathering and coordinating contract requirements from designated departmental liaisons, deciding appropriate commodities or scope of work to include on contract bid; recommending and preparing effective supplemental terms and conditions, and drafting purchase documents for bid. May also perform spot buying off existing contracts (per Central Purchasing policy limitations). 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 complex 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 to explain performance evaluations and obtain feedback, and reporting and resolving complex contractual issues. Prepares and/or develops 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. Manages 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 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. Develops requirements for new contracts by researching purchase history and product information; coordinating and compiling requirements; deciding and preparing effective supplemental terms and conditions; deciding and preparing effective contractor performance measurements. Researches and responds to inquiries from City Council, City Management, Boards and Commissions, vendors, and other stakeholders.

Responsibilities – Supervision And/or Leadership Exercised

  • May provide leadership, work assignments, evaluation, training, and guidance to others.

Knowledge, Skills And Abilities

Must 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 development, 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 contract agreements.
  • Ability to write specific terms or conditions for contracts.
  • Ability to enforce contractual obligations.
  • Ability to evaluate contractor performance
  • Ability to resolve complex problems.
  • Ability to leading a work group.
  • Ability to work with frequent interruptions and changes in priorities.
  • Ability to establish and maintain good working relationships with other City employees and the public.

Criminal Background Investigation This position has been approved for a Criminal Background Investigation.

EEO/ADA

City 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.

The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual’s AIDS , AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk.

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.

Supplemental Questions

Required fields are indicated with an asterisk (*). * Briefly summarize how you meet the minimum qualifications listed for this position, to include the educational requirements, years of related experience, or the related substitutions.

  • This position requires a graduation with a Bachelor’s degree from an accredited college or university with major course work in a field related to Business Administration, Public Administration, plus four years of experience in a related field. Experience may substitute for education up to the maximum of four (4) years. A Master’s Degree may substitute for required experience up to two (2) years. Do you meet these minimum requirements?
  • Yes
  • No

(Open Ended Question) * Describe your professional procurement experience working for a municipality or other governmental agency, with strictly defined purchasing guidelines. Please indicate in your response the specific position(s) on your application where you obtained this experience and how many years of experience you have.

  • If identified as a top candidate, do you agree to a Criminal Background Investigation (CBI)?
  • Yes
  • No

(Open Ended Question)

  • Describe your experience with contract development, preparing scopes of work and specifications for new contracts and contracts to be re-solicited. Please indicate in your response the specific position(s) on your application where you obtained this experience and how many years of experience you have.

(Open Ended Question)

  • Describe your experience with monitoring contracts for overall compliance, including but not limited to wage and subcontractor compliance. Please indicate in your response the specific position(s) on your application where you obtained this experience and how many years of experience you have.

(Open Ended Question)

  • Describe your proficiency and experience in SharePoint and Microsoft Office Programs. Please indicate in your response the specific position(s) on your application where you obtained this experience and how many years of experience you have.

(Open Ended Question)

  • Do you have the ability to travel to more than one work location?
  • Yes
  • No

Optional & Required Documents

Required Documents Cover Letter Resume Optional Documents