About This Position
The Contract Management Specialist I will support the Contracts team within Austin Facilities Management’s (AFM) Finance Division. AFM has one of the highest volumes of purchasing activity of any department within the City and this position will be critical to supporting the high volume of purchase requests, contract deliverables, and contract monitoring needs. The Contracts Management Specialist I should be organized and able to handle a high volume of transactions and deliverables as well as eager to learn City and departmental processes for contracts development and monitoring.
Job Description:
Contract Management Specialist I
Purpose:
Under direct supervision, performs contract compliance activities for assigned contracts or grants.
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 soliciting and awarding informal quotes (per Central Purchasing policy limitations).
Prepares for bid processes by compiling contract requirements from designated departmental liaisons, recommending commodities or scopes of work to include on contract bids, and preparing purchase documents for bid.
Maintains contract database(s) spreadsheets and/or other contract management software tools for assigned contracts.
Monitors assigned contracts or grants to ensure effectiveness by reviewing contract's dollar balance and time remaining, recommending extension of an existing contract or preparing for new bid process.
Monitors contractor and subcontractor performance for compliance to contract terms and conditions by reviewing contractor performance, compiling contractor performance evaluation information, resolving minor contract issues and reporting major contract problems to supervisor.
Researches contract information such as contractor performance, supply chain effectiveness, contract expenditures, purchase history, etc. and prepares reports for management, team members and customers.
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 City practice, policy and procedures.
Knowledge of contract development, contract language, terms, conditions, etc.
Knowledge of Federal, State and Local laws.
Knowledge of basic purchasing practices and techniques
Skill in using computers and related software applications
Skill in effective oral and written communication
Skill in establishing and maintaining good working relationships with other City employees, vendors and the public.
Skill in resolving routine contractual issues
Skill in planning and organizing
Skill in handling multiple tasks and prioritizing
Ability to exercise good judgment, tact and diplomacy in public dealings
Minimum Qualifications:
Graduation with a Bachelor’s degree from an accredited college or university with major course work in Business Administration, Public Administration or other relevant field.
Experience may substitute up to the maximum of four (4) years.
Preferred Qualifications:
Experience with governmental purchasing and contracts processes.
Experience performing financial analysis using Microsoft Excel.
Experience working in a fast-paced environment with high volume of work.
Ability to travel to more than one work location.
Compensation Range:
The annual hiring range for this position is $25.13-$29.34
Notes to Candidate:
Please note that the Department may close the job posting at any time after seven (7) days.
Please be aware that the Job Posting Close Date reflects the final day to apply , but the posting will close at 11:59 PM the day before the date listed . All application steps, including…