Contract Management Specialist I - Austin Facilities Management

City of Austin•Austin, TX

3d•Onsite

About The Position

The Contract Management Specialist I supports the Contracts team within Austin Facilities Management’s Finance Division, which handles a high volume of purchasing activity. Under direct supervision, this role performs contract compliance activities for assigned contracts or grants and supports purchase requests, contract deliverables, and contract monitoring. The position requires organization, the ability to manage many transactions and deliverables, and a willingness to learn City and departmental contracting processes. The position is based at 411 Chicon St, Austin, Texas 78702. The regular schedule is Monday through Friday, 7:30 a.m. to 4:30 p.m.; hours may vary with departmental needs, and some evening, weekend, and holiday work may be required. The role is classified as non-exempt. The annual hiring range is $25.13–$29.34. A resume is required, an assessment may be administered, and a criminal background investigation is required. The position may require a valid Texas Class C Driver’s License or the ability to obtain one by the hire date, and may involve travel between work locations.

Requirements

Bachelor’s degree from an accredited college or university, with major coursework in Business Administration, Public Administration, or another relevant field; experience may substitute for education up to a maximum of four years.
Knowledge of City practices, policies, and procedures.
Knowledge of contract development, contract language, terms, and conditions.
Knowledge of federal, state, and local laws.
Knowledge of basic purchasing practices and techniques.
Computer skills and proficiency with related software applications.
Effective oral and written communication skills.
Ability to establish and maintain good working relationships with City employees, vendors, and the public.
Ability to resolve routine contractual issues.
Planning, organizing, multitasking, and prioritization skills.
Ability to exercise good judgment, tact, and diplomacy in public dealings.
Ability to perform the essential job functions with or without reasonable accommodation.
A resume is required for consideration.
Must undergo a criminal background investigation.
May need a valid Texas Class C Driver’s License or the ability to obtain one by the hire date; external hires must meet City of Austin Driver Safety Standards if driving is required.

Nice To Haves

Experience with governmental purchasing and contract processes.
Experience performing financial analysis using Microsoft Excel.
Experience working in a fast-paced, high-volume environment.
Ability to travel to more than one work location.

Responsibilities

Perform spot buying by placing orders under existing contracts and soliciting and awarding informal quotes within Central Purchasing policy limitations.
Prepare for bid processes by gathering contract requirements from departmental liaisons, recommending commodities or scopes of work for bids, and preparing purchase documents.
Maintain contract databases, spreadsheets, and other contract management software for assigned contracts.
Monitor assigned contracts or grants by reviewing dollar balances and time remaining, recommending extensions, or preparing for a new bid process.
Monitor contractor and subcontractor performance for compliance with contract terms and conditions; review performance, compile evaluation information, resolve minor issues, and report major problems to a supervisor.
Research contractor performance, supply-chain effectiveness, contract expenditures, purchase history, and other contract information, and prepare reports for management, team members, and customers.