Contract Management Specialist III

City of Austin; Austin (TX); On-site; USD 75,000 - 105,000; Full time

Job summary

IMDiversity Inc. seeks a Contract Management Specialist III to oversee complex contracts and grants, coordinating with departmental liaisons, drafting bid documents, and ensuring compliance with budget and performance expectations.

The role involves maintaining contract databases, evaluating contractor performance, and generating reports for leadership. Strong negotiation, regulatory, and stakeholder-management skills are essential.

Qualifications

• Bachelor’s degree in Business Administration or Public Administration plus four years of related experience.
• Experience may substitute for education up to four years.
• A Master’s Degree may substitute for two years of required experience.

Responsibilities

• Gathers and coordinates contract requirements from departmental liaisons and drafts bid documents.
• Develops and maintains contract databases and manages contract terms and budgets.
• Monitors contractor performance and prepares evaluations and reports for management.
• Supports site visits to educate contractors on contract requirements and compliance.

Skills

Contract law

Contract drafting

Regulatory knowledge

City procedures

Communication

Prioritization

IT skills

Data analysis

Project planning

Contract evaluation

Contract terms drafting

Enforcement

Performance evaluation

Problem solving

Leadership

Adaptability

Stakeholder relations

Education

Bachelor’s degree in Business/Public Administration

Tools

Microsoft 365

PartnerGrants

eCAPRIS

HMIS

Job description

Contract Management Specialist III

locations
One Texas Center

time type
Full time

job requisition id
JR105338

About This Position

Job Description:

Under limited supervision, develops and manages complex contracts and 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.

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 - Supervisor 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.

Minimum Qualifications:

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 and Certifications Required:

None

Preferred Qualifications

These skills may help you become effective more quickly, but they are not required on day one. If you have some but not all of them, we still encourage you to apply.

• Public or Grant Funded Contracting | Experience supporting agreements funded by federal, state, or local government, including grants or social-service contracts.
• Contract Development and Negotiation | Experience drafting work statements, budgets, terms, amendments, or corrective-action documents and resolving differences with partners.
• Compliance Monitoring | Experience conducting desk reviews, site visits, audits, quality assurance, or other monitoring activities.
• Homelessness Response or Human Services | Familiarity with programs serving people experiencing homelessness or other community-based health and human services.
• Relevant Systems | Experience with Microsoft 365 suite, PartnerGrants, eCAPRIS, HMIS, another grants-management platform, or comparable contract and case-data systems.
• Training and Technical Assistance | Experience helping colleagues or partners understand financial, grant, documentation, or compliance practices.