Contract Management Specialist II (Vehicle & Equipment Specifications, Fleet Mobility Services)

AustinTexas; Austin (TX); On-site; USD 58,000 - 74,000; Full time

Job summary

The City of Austin is seeking a Contracts Compliance professional within the Austin Fleet Mobility Department. You will perform contract compliance activities for assigned contracts or grants, supporting procurement and bid processes to ensure proper terms and conditions are met.

You will monitor contractor performance, prepare reports, and collaborate with internal liaisons to gather requirements and issue purchase documents. Prior experience in municipal procurement is preferred.

Qualifications

• Bachelor’s degree plus two years of related experience; education may substitute for experience.
• Experience with procurement transactions and RFQ/IFB processes is preferred.
• Knowledge of contract law, regulations, and city policies is beneficial.

Responsibilities

• Perform contract compliance activities for assigned contracts or grants.
• Solicit informal quotes and place orders off existing contracts.
• Develop and manage contract databases and budget tracking.
• Monitor contractor performance and resolve contractual issues.
• Prepare reports on contractor performance and expenditures.
• Coordinate bid processes and assist with contract modifications.

Skills

Contract management

Data analysis

Microsoft Excel

Communication

Public administration

Education

Bachelor’s degree in Business Administration/Public Administration or related field

Tools

Contract management software

Job description

About This Position The Austin Fleet Mobility Department, we’re proud to play a vital role in keeping our city moving forward. Managing more than 7,800 vehicles across 25 departments—including Fire, Police, EMS, Austin Energy, and Austin Water—we support the essential services that make Austin thrive, focusing on innovation, sustainability, and efficiency.

Job Description:

Purpose:

Under general 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 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

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.

PREFERRED QUALIFICATIONS:

• Experience conducting procurement transactions using competitive solicitation methods such as Request for Quotation (RFQ) and Invitation for Bid (IFB).
• Experience working within a government, municipal, or Fleet operations environment, with demonstrated knowledge of public sector processes and operational requirements.
• Experience developing, administering, and monitoring contracts to ensure compliance with local, state, and/or federal regulations, policies, and procedures.
• Demonstrated experience researching, analyzing, and responding to inquiries from executive leadership, internal customers, vendors, and contractors, including the ability to clearly communicate findings and recommendations.
• Intermediate proficiency with the Microsoft Office Suite, particularly Microsoft Word and Excel, with the ability to prepare reports, analyze data, and maintain accurate documentation.
• Ability and willingness to travel to multiple work locations as required to support operational and business needs.

Notes to Candidate:

NOTE: Cover letters and resumes are not being accepted for this position.

Income and Schedule: Pay Range: $58,460 - $74,270

Schedule: DAYS AND HOURS: Monday - Friday, 7:00 a.m. - 4:00 p.m.

Please note that position's location and/or schedule is subject to change based upon operational needs.

Location: 2400 Grove Blvd., Austin, TX

Applicants are expected to follow all directions as listed in this job posting.

Travel: If you are selected for this position and meet the Driver Safety Standards in the City of Austin, 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.

Secondary Employment:

• All Austin Fleet Mobility Services 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.
• Austin Fleet Mobility Services must review all secondary employment.
• Employees are required to submit a Secondary Employment Application

Important Note to Applicants:

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 attachments and submission, must be fully completed before that time. This posting can close at any time after 7 days.

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