Contract Management Specialist III

Minimum Qualifications
Education and/or Equivalent Experience:

• Graduation with a Bachelor’s degree from an accredited college or university with major course work in a field related to Business Administration, Public Administration, plus four years of experience in a related field.
• Experience may substitute for education up to the maximum of four (4) years.
• A Master’s degree may substitute for required experience up to two (2) years.

Licenses or Certifications:

None.
Notes to Applicants
Working with Austin Energy provides a number of health and welfare benefits such as low-cost medical, dental, vision, paid leave time, a highly competitive retirement plan, career development opportunities and more. Please click HERE for more information.

Employment Application:

• The City of Austin employment application is an official document; incomplete applications will not be considered.
• The Employment Record should be complete with job titles, employment dates, job duties, functions, and responsibilities for each position held. Starting salary will be based on overall relevant experience from your application.
• Please be sure to detail on the application all current and previous employment that you wish to be considered as part of your qualifications.
• Résumés will not be accepted and statements such as “see résumé” will not be accepted. You may use “N/A” for fields that are not applicable.
• Please note that Austin Energy may close the job posting at any time after 7 days from the date of the initial advertisement. Once the job posting has closed, applications cannot be changed.

If you are selected as a top candidate:

• Verification of your education (which may include high school graduation or GED , undergraduate and/or graduate degrees) will be required. You must provide proof of education from an accredited organization/institution.
• If you are identified as a top candidate and are in the military or a veteran, you will need to provide a copy of your DD-214 prior to confirming a start date.
• This position requires a criminal background investigation.

GOOD STANDING COA EMPLOYEES :
Employees, in Good Standing, who are candidates within the department/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. Department/division employee must remain in Good Standing through the Top Candidate Selection phase at which time the Good Standing status will be re-verified.

Work Schedule:

• This position is categorized as Essential Personnel with the City of Austin. Essential staff are required to work during emergencies or bad weather if they are scheduled to work and, in some cases, when they are not scheduled. Essential employees ensure the continuance of key operations for the City of Austin.
• Work hours may include after hours, holidays, and weekends and may include on-call shifts.
• Shifts may change according to departmental needs.
• Employee may be required to work additional hours outside of regular work schedule.

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.
Pay Range
$28.04 - $34.34

Hours
Monday - Friday (7:00 a.m. - 4:00 p.m.)
50% hybrid schedule, may change due to departmental needs.
Job Close Date 07/01/2024 Type of Posting External Department Austin Energy Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Professional Location 4815 Mueller Blvd, Austin Texas 78723 Preferred Qualifications
Preferred Experience:

• Current or former federal, state, or local government employee.
• Experience developing statements of work for commodities contracts.
• Experience monitoring contracts for compliance.
• Experience researching information in financial systems.
• Intermediate proficiency using Microsoft Excel for analyzing and presenting financial data.
• Intermediate proficiency with Microsoft Word.
• Organizational skills with ability to prioritize tasks in an environment with frequent interruptions and changes in priorities.
• Strong written and oral communication skills.
• 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.

Prepares for bids process by gathering and coordinating contract requirements from designated departmental liaisons, deciding appropriate commodities or scope of work to include on contract bid; recommending and preparing effective supplemental terms and conditions, and drafting purchase documents for bid. May also perform spot buying off existing contracts (per Central Purchasing policy limitations). 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 complex 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 to explain performance evaluations and obtain feedback, and reporting and resolving complex contractual issues. Prepares and/or develops 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. Manages 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 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. Develops requirements for new contracts by researching purchase history and product information; coordinating and compiling requirements; deciding and preparing effective supplemental terms and conditions; deciding and preparing effective contractor performance measurements. Researches and responds to inquiries from City Council, City Management, Boards and Commissions, vendors, and other stakeholders.

Responsibilities- Supervision and/or Leadership Exercised:

• May provide leadership, work assignments, evaluation, training, and guidance to others.

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 development, 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 contract agreements.
• Ability to write specific terms or conditions for contracts.
• Ability to enforce contractual obligations.
• Ability to evaluate contractor performance
• Ability to resolve complex problems.
• Ability to leading a work group.
• Ability to work with frequent interruptions and changes in priorities.
• Ability to establish and maintain good working relationships with other City employees and the public.

Criminal Background Investigation This position has been approved for a Criminal Background Investigation. EEO/ADA
The 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.

Supplemental Questions

Required fields are indicated with an asterisk (*).
* The Minimum Qualifications of a Contract Management Specialist III include: Graduation with a Bachelor’s degree from an accredited college or university with major course work in a field related to Business Administration, Public Administration, plus four years of experience in a related field. Experience may substitute for education up to the maximum of four (4) years. A Master’s Degree may substitute for required experience up to two (2) years. Do you meet the Minimum Qualifications of this position?

• Yes
• No

* Please describe how you meet these minimum qualifications. Please detail how you meet the educational requirements (if applicable), account for the years of related experience (if applicable), and explain any substitutions of experience for education, or vice-versa (if applicable).
(Open Ended Question)
* Are you a current or former Federal, State, or Local Government employee?

• Yes
• No

* Please describe your experience and expertise monitoring Contracts for compliance, including the number of years of experience.
(Open Ended Question)
* Please describe your professional experience with oral and written communication. Include detail regarding specific correspondence, training, and/or presentations you have prepared/presented.
(Open Ended Question)
* Please describe your level of knowledge and relevant experience with the City of Austin financial systems, specifically, eCOMBS, eCAPRIS, and AIMS. If you have no experience in those systems, please describe other financial systems you have used.
(Open Ended Question)
* Please describe your experience with developing statements of work for commodities contracts.
(Open Ended Question)
* Please describe your organizational skills and your ability to handle multiple tasks and prioritize.
(Open Ended Question)
* Which of the following best describes your proficiency with Microsoft Word?

• Basic: create/edit simple documents
• Intermediate: create/edit a variety of documents; reformat document features such as color, font style & size of text; add simple headers & footers
• Advanced: create/edit complex documents; integrate features such as tables, charts, hyperlinks, bookmarks, graphics; data/mail merge; add header & footers; create document and form templates
• Limited or no MS Word experience, but proficiency with another word processing application such as WordPerfect or Apple Pages
• Limited or no MS Word experience, but proficiency with another word processing application such as WordPerfect or Apple Pages

* Are you proficient with Microsoft Excel?

• Yes
• No

* Due to the responsibilities, this position requires a financial Criminal Background Investigation (CBI). 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 Financial CBI to be hired.

• I acknowledge and understand this position requires a Financial Criminal Background Investigation.

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

• Yes
• No

Optional & Required Documents

Required Documents Optional Documents

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