Contract Management Specialist III (Austin Fleet Mobility Services)

About This Position

Under limited supervision, develops and manages complex contracts and grants.

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

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  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).

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  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.

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  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.

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  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.

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  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.

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

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

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  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.

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  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.

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  Researches and responds to inquiries from City Council, City Management, Boards and Commissions, vendors, and other stakeholders.

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

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.

• 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

• Experience working for a government entity or a Fleet operation.

• Advanced experience developing and managing contracts in compliance with local, state and/or federal regulations.

• Experience in preparation of solicitation documents (scope of work, specifications, price sheet, etc.)

• Strong skill and experience in oral and written communication.

• Experience researching and responding to inquiries from City Council, City Management, Boards and Commissions, vendors, and other stakeholders.

• Intermediate proficiency with Microsoft Office Suite, specifically with Word and Excel.

• Ability to travel to more than one work location.

• None
   

$60,030.00 - $74,140.00 annually.

Monday - Friday

8:00 a.m. - 5:00 p.m.

Flexible work schedule is available.

This position will offer the ability to work remotely. Ability to work remotely is not a guarantee, and may be adjusted in the future depending on the work group needs. Please note that position's location and/or schedule is subject to change based upon operational needs.

• Verification of your education (which may include high school graduation or GED, undergraduate and/or graduate degrees) is required. You must provide proof of education from an accredited organization or institution. You must also provide proof of your professional licenses or certifications.

• If you are selected as the top candidate for a position, we may contact your current and former employer, as well as the references listed in your application. Please be sure you have listed at least 3 references in the application with correct contact information. 

• If you are in the military or are a military veteran, you will need to provide a copy of the Member 4 page of your DD-214 prior to confirming a start date.

• More than one round of interviews may be required.

• 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 position.

• Please be aware that the Job Posting Close Date reflects the final day to apply, but the posting will close at 11:59 PM the day before the date listed. All application steps, including attachments and submission, must be fully completed before that time.

• We also recommend that you save or print a copy of the job posting for your records. Once a posting has closed, it may no longer be viewable in the system.

• All Austin Fleet Mobility Services employees are prohibited from accepting or engaging in any secondary employment that might conflict or interfere with an employee’s duty and responsibility to the Department.

• Austin Fleet Mobility Services must review all secondary employment.

• Employees are required to submit a Secondary Employment Application

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.

To view the City of Austin Recruitment Video, please click here!

To view Fleet Mobility Services Recruiting Information, please click here!

Working with the City of Austin provides a number of benefits including medical, paid leave time, a great retirement plan, training opportunities and more! Click HERE for more information.

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• Make a Difference: Join a team driving meaningful change in one of the fastest-growing cities in the nation.

• Value and Innovation: Work in an environment where employees are valued, and innovation thrives.

• Competitive Benefits: Enjoy a comprehensive compensation package that includes generous leave, work-life balance programs, and extensive benefits.

• Retirement Security: Plan for the future with the City of Austin Employees' Retirement System.

• Sustainable Transportation Options: Commute easily with access to public transit and bike-friendly infrastructure.

• Focus on Wellness: Stay healthy through wellness programs, on-site fitness centers, and mental health support.

• Career Growth: Advance your skills and expertise with professional development and leadership opportunities.

• Modern Workspaces: Work in innovative and sustainable environments that foster collaboration and inspiration.

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EEO Statement for City of Austin:

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.

City of Austin is committed to compliance with the Americans with 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 Texas Relay by dialing 7-1-1.