Contract Management Specialist II

City of Austin•Austin, TX

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. Austin Economic Development supports and recruits business to Austin through all divisions. Our mission is to promote a competitive, sustainable and equitable economy for all. In partnership with local businesses, creatives, and community organizations, we create jobs, support Austin’s cultural scene, and build inclusive prosperity citywide. The Contract Management Specialist II serves as a key point of contact (SPOC) for departmental purchasing and contract administration activities. This position is responsible for coordinating and executing procurement functions, including the development and processing of purchase orders, requisitions, and contract-related transactions in accordance with City policies and procedures. In addition to purchasing responsibilities, the position plays a critical role in monitoring contract compliance by ensuring all contract records, documentation, and requirements are accurate, current, and properly maintained. This includes tracking deliverables, reviewing contract terms, ensuring insurance and compliance documents are up to date, and supporting contract amendments and renewals. Primary duties include serving as a liaison between program staff, vendors, and central procurement; providing guidance on purchasing processes; maintaining contract databases and records; supporting audits and reporting requirements; and identifying opportunities to improve efficiency and compliance within procurement and contract management operations.

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

Demonstrated experience in public sector procurement and contract administration, including serving as a department purchaser responsible for processing requisitions, purchase orders, and contract-related transactions.
Experience serving or in a similar capacity as a Single Point of Contact (SPOC) or liaison between program staff, vendors, and central procurement teams.
Proficiency in tracking and maintaining contract records and databases, ensuring data integrity and audit readiness.
Experience supporting monitoring activities, audits, and reporting requirements for contracts.

Responsibilities

Performs contract compliance activities for assigned contracts or grants.
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.
Serves as a key point of contact (SPOC) for departmental purchasing and contract administration activities.
Coordinates and executes procurement functions, including the development and processing of purchase orders, requisitions, and contract-related transactions in accordance with City policies and procedures.
Monitors contract compliance by ensuring all contract records, documentation, and requirements are accurate, current, and properly maintained.
Tracks deliverables, reviews contract terms, ensures insurance and compliance documents are up to date, and supports contract amendments and renewals.
Serves as a liaison between program staff, vendors, and central procurement.
Provides guidance on purchasing processes.
Maintains contract databases and records.
Supports audits and reporting requirements.
Identifies opportunities to improve efficiency and compliance within procurement and contract management operations.

Benefits

Generous leave
Work-life balance programs
Extensive benefits
Retirement Security (City of Austin Employees' Retirement System)
Sustainable Transportation Options (access to public transit and bike-friendly infrastructure)
Wellness programs
On-site fitness centers
Mental health support
Professional development opportunities
Leadership opportunities
Low-cost medical
Dental insurance
Vision insurance
Paid leave time
Highly competitive retirement plan
Training opportunities