Contract Management Specialist III (Asset Management) - Austin Aviation

City of Austin

9d•$62,890 - $77,980•Onsite

About The Position

The Contract Management Specialist III works in the Aviation Department’s Purchasing Unit under limited supervision, developing and managing complex contracts and grants. The role coordinates commodity and service purchases with Aviation requesters and Central Procurement, solicits and awards informal quotes, prepares and reviews bid requests and specifications, and makes award recommendations. It also identifies contracts and strategic agreements, develops scopes of work and specifications, and helps ensure purchasing activities follow established policies and procedures. The specialist monitors Aviation contracts by tracking remaining funds and usage, coordinating renewals and extensions, and documenting and reporting vendor performance issues. The position also reviews and updates purchasing processes and guidelines, participates in meetings to determine purchasing needs, and recommends suitable purchasing methods. Work is on-site Monday through Friday, normally 8:00 a.m. to 5:00 p.m., though hours may change with departmental needs. Regular duties involve travel to multiple sites. The position is designated as critical personnel and may involve schedule changes or reassignment during emergencies. On-call or callback duties and overtime may be required.

Requirements

Bachelor’s degree from an accredited college or university with major coursework in Business Administration, Public Administration, or a related field, plus four years of related experience; experience may substitute for education up to four years.
A Master’s degree may substitute for up to two years of required experience.
Knowledge of contract law, contracting practices, regulations, policies, and techniques.
Knowledge of contract development, contract language, terms, and conditions.
Knowledge of Federal, State, and Local laws and City practices, policies, and procedures.
Oral and written communication skills, including the ability to read, write, and speak English fluently.
Ability to handle multiple tasks, prioritize, plan, and organize.
Computer skills, including use of related software applications.
Data-analysis and problem-solving skills.
Ability to evaluate contract agreements and contractor performance, write contract terms and conditions, and enforce contractual obligations.
Ability to resolve complex problems, lead a work group, adapt to interruptions and changing priorities, and maintain effective working relationships with City employees and the public.
Ability to travel to multiple sites as part of regular duties; a driving-record verification will be conducted. Those who drive for work must meet City Driver Safety Standards.
A skills assessment is required.
The position may require on-call or callback responsibilities and overtime, with or without notice.
Must be able to perform essential job functions with or without reasonable accommodation.

Nice To Haves

Government purchasing experience or similar experience working within strictly defined purchasing guidelines.
Experience supporting purchasing processes, including requests for quotations, bid evaluation, and bid selection.
Experience defining requirements for, administering, and monitoring commodity and service contracts.
Experience preparing and presenting information to large groups.

Responsibilities

Gather and coordinate contract requirements from departmental liaisons and determine appropriate commodities or scopes of work for bids.
Prepare supplemental terms and conditions, draft purchase documents, and conduct spot buying from existing contracts when permitted by policy.
Maintain contract databases, spreadsheets, and other contract-management tools; enter data and generate purchase approval documents.
Establish budgeted bases, resolve variances, coordinate requisitions, evaluate bid files, and prepare award recommendations.
Monitor complex contracts and grants, including budgets, expenditures, contract balances, and remaining time; recommend extensions or new bid processes and process modifications and contract releases.
Manage contractor and subcontractor performance for compliance with contract terms, including inspections, performance evaluations, and resolution of complex contractual issues.
Prepare reports on contractor performance, supply-chain effectiveness, expenditures, and purchase history.
Review material status, identify supply-chain issues, recommend or implement solutions, and coordinate product demonstrations.
Provide technical and contractual assistance through workshops, training, and orientation sessions.
Conduct site visits to explain contract requirements, interview contract workers, obtain payroll records for audits, and inspect products for compliance.
Research purchase history and product information and develop requirements, terms, conditions, and contractor performance measures for new contracts.
Research and respond to inquiries from City Council, City Management, Boards and Commissions, vendors, and other stakeholders.
Coordinate and process Aviation commodity and service purchases with requesters and Central Procurement.
Solicit and award informal quotations; prepare or review invitations for bid, requests for proposals, and requests for quotation.
Partner with Aviation Contract Managers and Central Procurement to track funds, coordinate renewals and extensions, monitor usage, and document vendor performance issues.
Review and update Aviation purchasing processes and guidelines and participate in meetings to assess purchasing needs and recommend purchasing methods.
May provide leadership, work assignments, evaluation, training, and guidance to others.