Temporary - Contract Management Specialist II

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 and Certifications Required:
None.
Notes to Applicants

POSITION OVERVIEW :

The Contract Management Specialist II will be within the Asset Management Division of the Aviation Department and will support the department by:
1. Performs spot buying by placing orders off of existing contracts and by soliciting and awarding informal quotes (per Central Procurement policy limitations).Performs various buying services by issuing deliver orders from existing master agreements.
2. Provides technical and logistical support to department customers and current and prospective contractors regarding procurement activities and orders. Conducts order monitoring for delivery and purchase orders.
2. Prepares reports/documents 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 database(s), spreadsheets and/or other contract management software tools. Enters data into the system of record and generates approval documents to support purchases. Resolve order discrepancies. Submits and/or coordinates submission of requisitions, evaluates bid files and prepares recommendations for award.
4. Manages contractor and subcontractor performance for compliance to contract terms and conditions by monitoring contractor performance which includes but not limited to inspecting quotes for pricing, inspecting deliveries or product to ensure compliance with specifications, preparing and discussing contractor performance evaluations with the contractor and/or departmental liaison, and resolving contractual issues.

ASSESSMENT :

A skills assessment will be required for this position.

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.

APPLICATION INFORMATION :

• 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.
• Please list 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 (i.e., “see resume” or “see LinkedIn profile”).
• Resumes will not be used to qualify for the position and will not be used to recommend salary.
• Supplemental information or changes to your application will not be accepted after the job posting closes.
• The responses to the supplemental questions inquiring about experience should be reflected on your application.

VETERAN :

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

GOOD STANDING - DEPARTMENT / DIVISION POSTINGS :

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.

CRIMINAL HISTORY BACKGROUND CHECK :

Top candidate will be subject to a minimum 10 year criminal background check and security threat assessment.

LANGUAGE :

Must have the ability to read, write, and fluently speak in English.

WORK HOURS :

Shift may change according to departmental needs. Work hours may include after hours, holidays, and weekend work

DEPARTMENT MAY CLOSE THE JOB POSTING AT ANY TIME AFTER 7 DAYS
Pay Range
$26.61 - $31.87
Hours
Core Hours:
Monday - Friday: 8:00 a.m. - 5:00 p.m.
Hours may change depending on departmental needs.
Work hours may include after-hours, holidays, and weekend work.
Job Close Date 10/29/2024 Type of Posting External Department Aviation Regular/Temporary Temporary Grant Funded or Pooled Position Not Applicable Category Technical Location Austin Bergstrom International Airport (AUS) Preferred Qualifications

• Knowledge of government procurement policy and procedures and working with strictly defined purchasing guidelines.
• Knowledge of issuing purchase orders and requisitions utilizing a financial system, such as AIMS , and conducting purchase order or asset tracking entries into an inventory management system, such as Maximo.
• Knowledge and experience researching contracts for terms and conditions, including but not limited to pricing and delivery requirements.
• Experience conducting informal procurements and working with Contractors to enforce pricing or defined contract terms.
• Knowledge and experience in conducting data analysis utilizing excel spreadsheets and preparing various reports for internal customers.
• Ability to travel to multiple sites as part of the regular job duties.

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 - 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 (*).
* The minimum qualifications for the Contract Management Specialist II position are: 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

* Describe your knowledge of government procurement policy and procedures and working with strictly defined purchasing guidelines.
(Open Ended Question)
* Describe your knowledge of issuing purchase orders and requisitions utilizing a financial system, such as AIMS, and conducting purchase order or asset tracking entries into an inventory management system, such as Maximo.
(Open Ended Question)
* Describe your knowledge and experience researching contracts for terms and conditions, including but not limited to pricing and delivery requirements.
(Open Ended Question)
* Describe your experience conducting informal procurements and working with Contractors to enforce pricing or defined contract terms.
(Open Ended Question)
* Describe your knowledge and experience in conducting data analysis utilizing Excel spreadsheets and preparing reports for internal customers.
(Open Ended Question)
* Do you have the ability to travel to multiple sites as part of the regular job duties?

• Yes
• No

* The Transportation Security Administration (TSA-division of the USA Dept. of Homeland Security) requires all employees of the Austin-Bergstrom International Airport to pass a minimum 10-year criminal background investigation and security threat assessment. 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 Check to be hired.

• I acknowledge and understand this position requires a 10-year Criminal Background Investigation and security threat assessment

* Were you referred to this opportunity by a current Aviation employee? If yes, please provide the employee’s full name.
(Open Ended Question)


Optional & Required Documents

Required Documents Optional Documents

• 

• City of Austin

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