Austin Aviation - Contract Management Specialist III (Asset Management)

City of Austin

1d•Onsite

About The Position

Under limited supervision, develops and manages complex contracts and grants. The Contract Management Specialist III (Asset Management) position will participate in the Aviation Department’s Purchasing Unit. This position will partner with Aviation Purchase requesters and Central Procurement 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 Procurement 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.

Requirements

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

Nice To Haves

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.

Responsibilities

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