Contract Management Specialist I - Austin Facilities Management

City of Austin; United States; Vor Ort; USD 35.000 - 40.000; Vollzeit

Benefits dieser Stelle

Medical benefits

Paid leave

Retirement plan

Wellness programs

Zusammenfassung

City of Austin, through Austin Facilities Management, seeks a Contract Management Specialist I to support the Contracts team in the Finance Division. The role handles high volumes of purchase requests, contract deliverables, and monitoring tasks, requiring organization and willingness to learn city processes.

The position emphasizes spot buying, bid preparation, and contract performance oversight, with duties spanning data management and reporting to leadership.

Qualifikationen

• Bachelor’s degree in Business Administration, Public Administration or related field; experience may substitute up to four years.

Aufgaben

• Handle spot buying and informal quotes per policy.
• Prepare bid documents by collecting requirements and selecting scopes of work.
• Maintain contract databases and tracking systems.
• Monitor contract balances and deadlines; assist with extensions or new bids.
• Evaluate contractor performance; report issues to supervisor.
• Research contract information and prepare management reports.

Kenntnisse

Contract management

Office software

Communication

Time management

Interpersonal skills

Ausbildung

Bachelor's degree in Business Administration or Public Administration

Tools

Excel

Contract management software

Jobbeschreibung

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.

Duties, Functions and Responsibilities

• 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.

Knowledge, Skills, and Abilities

• 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.

Location

411 Chicon St, Austin, Texas 78702

Days & Hours

Monday through Friday; 7:30 a.m. to 4:30 p.m. Hours may vary based on departmental needs and initiatives. Some evening, weekend, and holiday work may be required.

Driving Requirement

This position may require a valid Texas Class C Driver’s License or the ability to obtain one by your hire date. External New Hires must meet the City of Austin Driver Safety Standards. To be considered for a driving position, applicants cannot have more than three moving violations or a total of six Driver Record Evaluation points within a period of thirty-six (36) months.

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.

Criminal Background Investigation

The position requires a criminal background investigation.

Assessment(s)

Assessment(s) may be administered as part of the interview process.

Military/Veteran Interview Preference

Military/Veterans must provide a copy of their DD214 verifying honorable discharge, at the time of initial interview to receive military/veteran interview preference.

Fair Labor Standards Act (FLSA) Classification

This position is classified as NON-EXEMPT.

About Working for Austin Facilities Management and the City of Austin

Working with Austin Facilities Management provides a number of benefits including medical, paid leave time, a great retirement plan, training opportunities and more!

Company Culture & Why Join Us

• Make a Difference: Join a team driving meaningful change in one of the fastest-growing cities in the nation.
• Value and Innovation: Work in an environment where employees are valued and innovation thrives.
• Competitive Benefits: Enjoy a comprehensive compensation package that includes generous leave, work-life balance programs, and extensive benefits.
• Retirement Security: Plan for the future with the City of Austin Employees' Retirement System.
• Sustainable Transportation Options: Commute easily with access to public transit and bike-friendly infrastructure.
• Focus on Wellness: Stay healthy through wellness programs, on-site fitness centers, and mental health support.
• Career Growth: Advance your skills and expertise with professional development and leadership opportunities.
• Modern Workspaces: Work in innovative and sustainable environments that foster collaboration and inspiration.

EEO Statement for City of Austin

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. City of Austin is committed to compliance with the Americans with Disabilities Act.