Contract Management Specialist IV (Austin Fleet Mobility Services)

City of Austin•Chesterfield, VA

18d•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. Purpose: Under minimal direction, performs contract development and administration for highly complex or high dollar commodity or services contracts.

Requirements

Knowledge of contract law, contracting practices, regulations, policies and techniques.
Knowledge of contracts, including contract development, contract language, terms, conditions, etc.
Knowledge of applicable Federal, State and Local laws
Knowledge of community resources and structures.
Knowledge of city practice, policy and procedures.
Skill in oral and written communication.
Skill in using computers and related software applications
Skill in data analysis and problem solving.
Skill in planning and organizing
Skill in negotiation.
Ability to interpret policies, procedures and regulations.
Ability to impartially summarize and evaluate factors related to contracts
Ability to write specific terms of conditions for contracts
Ability to enforce contractual obligations
Ability to resolve complex, contractual issues
Ability to establish and maintain good working relationships with other City employees and the public
Ability to train others
Graduation with a Bachelor's degree from an accredited college or university plus four (4) years of experience in a related field.
A Master’s Degree may substitute for required experience up to a maximum of two (2) years.

Nice To Haves

Experience leading procurement activities related to the purchase of equipment, good and services for a governmental entity
Experience with developing and/or revising solicitation documents such as scopes of work/specifications, bid sheets, or other related documents
Experience processing and/or having a thorough understanding of formal solicitations such as Invitation of Bid (IFB) and Requests for Proposals (RFP) that range in complexity, risk and dollar value
Experience processing an informal solicitation such as Request for Quote for spot purchases
Experience in managing complex and high dollar contracts by monitoring contracts balance, recommending extensions and preparing bid process to replace the expiring contracts.
Experience monitoring contractor performance for compliance to contract terms and conditions, preparing contractor performance evaluation and resolving vendor disputes
Proficient in Microsoft Office Programs
Ability to travel to more than one work location

Responsibilities

Develops and drafts new contracts by analyzing market and economic conditions and applying current trends to contract development; preparing scopes of work and/or specifications; negotiating with vendors/contractors; writing terms and conditions; and developing effective performance measures; investigates alternative purchasing methods and recommends procedures for implementation. Limited signature authority as delegated by the Purchasing Office and relevant administrative bulletins.
Manages and administers existing contracts by determining compliance through performance monitoring, negotiating and writing amendments and revisions to scopes of work and/or specifications.
Resolves non-compliance issues by investigating and resolving contract-related discrepancies, complaints, and disputes between all involved parties; canceling and/or terminating contracts and negotiating settlement agreements; and resolving appeals and claims.
Provides consulting expertise to internal and external customers by developing and providing formal contract management training, interpreting contractual provisions, and providing advice on all facets of contract development, administration and management.
Provides contract information in response to inquiries from City Council, City Management, Boards and Commissions, vendors, and other stakeholders.
Prepares and presents reports by compiling, reviewing, and analyzing data and providing written and/or oral reports to management.
May provide leadership, work assignments, evaluation, training and guidance to others.
managing complex and high dollar contracts by monitoring contracts balance, recommending extensions and preparing bid process to replace the expiring contracts.
monitoring contractor performance for compliance to contract terms and conditions, preparing contractor performance evaluation and resolving vendor disputes
drafting, writing/reviewing scopes of work, reviewing purchase requests, prepare reports, reviewing invoices for compliance with the contract, developing solicitations and contract documents in accordance with City of Austin policies and procedures, and documenting/addressing compliance/performance issues.