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 Contract Management Specialist III position will participate in the Aviation Department's Purchasing Unit. This position will:
• Partner with Aviation Purchase requesters and Central Purchasing Office to coordinate/process department commodity and service purchases.
• Purchase parts, equipment, materials and services by soliciting and awarding informal quotes.
• Prepare and/or review bid requests and specifications for Invitations for Bid, Requests for Proposals and Requests for Quotation; making award recommendations.
• Identify contracts and strategic agreements for commodities and services; developing scopes of work/specifications in compliance with established policies and procedures.
• Partner with Aviation Contract managers and Central Purchasing Office to monitor Aviation contracts by: tracking remaining funds; coordinating contract renewals and extensions; monitoring usage to ensure availability; and documenting and reporting vendor performance issues.
• Review/update Aviation purchasing processes/guidelines as required.
• Participate in meetings to determine purchasing needs and recommend purchasing methods available to meet needs.

ASSESSMENT :

A skills assessment will be required for this position.

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.

APPLICATION INFORMATION :

• A detailed and complete employment application is required to help us better evaluate your qualifications and will be used to determine salary if you are selected for this position.
• Please list your complete employment history, to include all job duties, responsibilities and employment dates on your online application.
• The application is an official document; incomplete applications will not be considered (i.e., "see resume" or "see LinkedIn profile").
• Resumes will not be used to qualify for the position and will not be used to recommend salary.
• Supplemental information or changes to your application will not be accepted after the job posting closes.
• The responses to the supplemental questions inquiring about experience should be reflected on your application.

VETERAN :

Veteran candidates will be required to provide a copy of their DD214 at the time of interview.

GOOD STANDING - DEPARTMENT / DIVISION POSTINGS :

Employees, in Good Standing, who are candidates within the department/division that the position resides in and who meet the minimum and preferred qualifications (if any) of the position will be included in the initial interview. Department/division employee must remain in Good Standing through the Top Candidate Selection phase at which time the Good Standing status will be re-verified.

CRIMINAL HISTORY BACKGROUND CHECK :

Top candidate will be subject to a minimum 10 year criminal background check and security threat assessment.

LANGUAGE :

Must have the ability to read, write, and fluently speak in English.

WORK HOURS :

Shift may change according to departmental needs. Work hours may include after hours, holidays, and weekend work

DEPARTMENT MAY CLOSE THE JOB POSTING AT ANY TIME AFTER 7 DAYS

Preferred Qualifications
Preferred Experience:

• Government purchasing experience or similar experience working within strictly defined purchasing guidelines.
• Working experience supporting the purchasing process including requests for quotations, bid evaluation, and bid selection.
• Working experience in defining requirements for administering and monitoring commodity and service contracts.
• Experience in preparing and presenting information to large groups.
• Ability to travel to multiple sites as part of regular job duties.

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 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.

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.