Contract Management Specialist II

City of Austin • Chesterfield, VA

1d • Hybrid

About The Position

At the City of Austin, we are more than just an employer—we are a vibrant community dedicated to shaping one of the nation's most dynamic and innovative cities. As we strive to fulfill our commitment as public servants, it is important that we ground our efforts in a set of guiding principles – Empathy, Ethics, Excellence, Engagement, and Equity – anchors in delivering services that significantly impact the lives of Austinites. Joining the City of Austin means embarking on a purposeful career, contributing to the community, and being part of a forward-thinking organization that values every employee. At the Austin Fleet Mobility Department, we’re proud to play a vital role in keeping our city moving forward. Managing more than 7,500 vehicles across 25 departments—including Fire, Police, EMS, Austin Energy, and Austin Water—we support the essential services that make Austin thrive, focusing on innovation, sustainability, and efficiency. Under general supervision, performs contract compliance activities for assigned contracts or grants. The Contract Management Specialist II is responsible for developing, administering, and managing procurement contracts and purchasing activities that support Austin Fleet Mobility Services operations. This position ensures the timely, compliant, and cost-effective acquisition of goods and services essential to fleet operations, while adhering to local, state, and federal procurement regulations.

Requirements

• 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.
• 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

Nice To Haves

• Experience conducting procurement transactions using competitive solicitation methods such as Request for Quotation (RFQ) and Invitation for Bid (IFB).
• Experience working within a government, municipal, or Fleet operations environment, with demonstrated knowledge of public sector processes and operational requirements.
• Experience developing, administering, and monitoring contracts to ensure compliance with local, state, and/or federal regulations, policies, and procedures.
• Demonstrated experience researching, analyzing, and responding to inquiries from executive leadership, internal customers, vendors, and contractors, including the ability to clearly communicate findings and recommendations.
• Intermediate proficiency with the Microsoft Office Suite, particularly Microsoft Word and Excel, with the ability to prepare reports, analyze data, and maintain accurate documentation.
• Ability and willingness to travel to multiple work locations as required to support operational and business needs.

Responsibilities

• 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.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level