Contract Management Specialist II (Temporary Position)

City of Austin - Austin, TX4.2

Full-time
Minimum Qualifications

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.

Licenses or Certifications:
Class C Driver’s License, if required for the position.

Equipment Operator’s License, if required for the position.

Notes to Applicants
This position will be part of the Contract Management team. The main responsibility for this position will be the management of contract(s) within ARR’s contract portfolio which includes assisting customers utilizing the contracts, reviewing invoices for accuracy, as well as coordinating and monitoring contractor performance. This is a part-time (40 hours or less) and temporary position. This position may also perform spot buying by placing orders off of existing contracts and assisting customers with bids for one-time purchases. The successful candidate will have strong analytical, problem-solving, and organizational skills. The successful candidate for this position is also expected to be familiar with applicable policies and laws and to have direct experience managing complex, multi-user contracts.

A competency assessment may be required to verify your skill set.

This posting may be used to fill other similar positions within Austin Resource Recovery outside of the division listed above.

A detailed and complete employment application is required to help us better evaluate your qualifications and will be used to determine salary if you are selected for this position. Your application should reflect your complete employment history (to include all job duties responsibilities and employment dates) on your online application. The application is an official document; incomplete applications will not be considered (e.g., “see resume” or “see Linked In Profile”). The responses to the supplemental questions inquiring about experience should be reflected on your application.

Driving on City business: If you are selected for this position, and meet the Driver Safety Standards in the City of Austin Driver Safety Program, you may drive when necessary to multiple locations as part of your regular job duties. Otherwise, you are responsible for getting to and from these locations. Go to the Driver Safety Program for more information: Click Here To View Driver Safety Program

Veteran candidates will be required to provide a copy of their DD214 at the time of interview.

Each individual who submits an Application as provided in the Municipal Civil Service Rules and meet the Minimum Qualifications for a Competitive Position shall be considered a Candidate for that Position. Employees, in Good Standing, who are Candidates within the Department or division that the Position resides in and who meet the Minimum and Preferred Qualifications (if any) of the Position will be included in the initial interview.

NOTE: All Austin Resource Recovery locations are tobacco-free. Use of tobacco products and/or e-cigarettes is not permitted on any ARR worksite – including parking lot or in any personal vehicle located on the premises.

Pay Range
$22.00 – $27.00

Hours

up to 40 hours worked between the hours of:
Monday – Friday, 8:00 a.m. – 5:00 p.m.

Employee may be required to work some early mornings (6:00 am), after hours and some weekends due to business needs

Job Close Date
02/22/2019
Type of Posting External
Department Austin Resource Recovery
Regular/Temporary Temporary
Grant Funded or Pooled Position Not Applicable
Category Professional
Location 1520 Rutherford Lane Bldg 1, Austin, Texas 78754
Preferred Qualifications
Direct experience interpreting and enforcing contact terms and conditions, and contract provisions in a professional governmental and/or municipal environment which includes managing contractor and subcontractor performance for contract compliance

Direct experience identifying problems and recommending and/or implementing solutions with contracts and interacting with and resolving contractor issues

Direct experience managing multi-user contracts

Duties, Functions and Responsibilities
Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

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.

Responsibilities- Supervision and/or Leadership Exercised:
None

Knowledge, Skills and Abilities
Must possess required knowledge, skills, abilities and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

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

Criminal Background Investigation This position has been approved for a Criminal Background Investigation.
EEO/ADA
City of Austin is committed to compliance with the American Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or TTY (512) 974-2445.

Information For City Employees: If you are an employee within the department, are in good standing and meet both the minimum and preferred qualifications, then you will receive an initial interview.