Contract Management Specialist II

Job description

Posting Title

Contract Management Specialist II

Job Requisition Number

COA091577

Position Number

115215

Job Type

Full-Time

Division Name

Facility Management

Minimum Qualifications

Education and/or Equivalent Experience:

• 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 and Certifications Required:

• None.

Notes to Applicants

Position Overview:

The Contract Management Specialist is responsible for contract monitoring/management and the overall procurement process. Responsible for gathering contract requirements, developing a scope of work, and performing spot buying.

Working with Austin Water provides a number of benefits including medical, paid leave time, a great retirement plan, training opportunities and more! Click HERE for more information.

When completing the City of Austin employment application:

• Please be sure to detail on the application all previous employment that you wish to be considered as part of your qualifications.
• A detailed, complete employment application is required. It helps us to better evaluate your qualifications and will be used to determine salary if you are selected for this position. Be sure to provide job title and employment dates for all jobs you wish to be considered. A résumé and cover letter are required, but will not substitute for a complete employment application. Do not use the phrase, “see résumé” to complete your employment application. That will be considered incomplete. Incomplete applications will not be considered.

If you are selected to interview:

• Your skill level in some of the competency areas for this job – specifically Microsoft Word and Excel – will be assessed through skills testing with a required minimum passing score of 70%.

If you are selected for hire:

• Verification of your education (which may include high school graduation or GED, undergraduate and/or graduate degrees) is required. You must provide proof of education from an accredited organization or institution. You must also provide proof of your professional licenses or certifications.
• If you are in the military or are a military veteran, you will need to provide a copy of the Member 4 page of your DD-214 prior to confirming a start date.

Secondary Employment:

• All Austin Water employees are prohibited from accepting or engaging in any secondary employment that might conflict or interfere with an employee’s duty and responsibility to the Department.
• AW must review all secondary employment.
• Employees are required to submit a Secondary Employment Application for review and approval upon being hired with AWU, as well as current AWU employees considering Secondary employment.

Travel:

• 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.

All Austin Water worksite locations are tobacco-free. Use of tobacco products and/or e-cigarettes is not permitted on any AW worksite – including construction sites, parking lot, garage or in any personal vehicle located on the premises.

Pay Range

$26.26 – $31.45 per hour

Hours

Monday – Friday

7:00 a.m. to 4:00 p.m..

Other hours as required or needed for emergencies.

Job Close Date

05/02/2024

Type of Posting

External

Department

Austin Water Utility

Regular/Temporary

Regular

Grant Funded or Pooled Position

Not Applicable

Category

Professional

Location

Waller Creek Center, 625 East 10th Street, Austin, TX 78701

Preferred Qualifications

• Experience with purchasing, contract management, contract monitoring, and contract compliance
• Effective communication skills with internal and external customers and vendors; strong problem-solving, decision making, and organization skills with the ability to prioritize tasks in an environment with frequent interruptions and changes in priorities
• Contract Management or Purchasing certification such as Certified Professional Public Buyer (CPPB), Certified Professional in Supply Management (C.P.S.M.), Certified Texas Contract Manager (CTCM), or other national or state equivalent certification or the ability to obtain within six (6) months of employment.
• Ability to travel to more than one work location.

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.

1. Performs spot buying by placing orders off of existing contracts and by soliciting and awarding informal quotes (per Central Purchasing policy limitations).
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. Monitors supply chain by reviewing status of selected materials, identifying problems and recommending and/or implementing solutions. Coordinating product demonstrations.
8. Provides technical and contractual assistance by developing, advertising, coordinating and conducting workshops, training sessions and orientation sessions.
9. 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 – Supervisor 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 Americans with 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 Texas Relay by dialing 7-1-1.

The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual’s AIDS, AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk.

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.

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * This position requires a 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. Do you meet these minimum qualifications?

• Yes
• No

1. * Which of the following best describes your years of experience in purchasing, contract management, contract monitoring, and contract compliance?

• Less than one year
• 1-3 years
• 4-5 years
• 6-10 years
• More than 10 years

1. * Which of the following best describes your years of experience with contract monitoring, contract management and contract compliance including monitoring performance, addressing vendor non-compliance, interpreting terms and conditions, and providing recommendations for renewal or termination?

• Less than one year
• 1-3 years
• 4-6 years
• 6-10 years
• More than 10 years

1. * Which of the following best describes your years of experience with complex contracts and procurements which involved strong problem-solving, decision making, organization, and prioritizations skills?

• Less than one year
• 1-3 years
• 4-6 years
• 6-10 years
• More than 10 years

1. * Which of the following best describes your years of experience coordinating, collaborating, and working effectively with other departments or vendors to meet the needs of internal and external customers?

• Less than one year
• 1-3 years
• 4-5 years
• 6-10 years
• More than 10 years

1. * Do you have a Contract Management or Purchasing certification such as Certified Professional Public Buyer (CPPB), Certified Professional in Supply Management (C.P.S.M.), Certified Texas Contract Manager (CTCM), or other national or state equivalent certification?

• Yes
• No

1. * This position requires a criminal background check. By selecting the following, you are acknowledging that you understand if you are selected as a top candidate for this position, you will need a successful Criminal Background Investigation (CBI) to be hired.

• I acknowledge and understand this position requires a Criminal Background Investigation (CBI).

1. * Do you have the ability to travel to multiple sites as part of the regular job duties?

• Yes
• No

1. * Were you referred to this opportunity by an Austin Water employee? If yes, please provide employee’s full name.

(Open Ended Question)

Optional & Required Documents

Required Documents

1. Cover Letter
2. Resume