Contract Management Specialist III
City of Austin
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Benefits offered by this job
Job summary
City of Austin is seeking a contract and grants manager to oversee complex agreements from drafting through closeout. You will coordinate requirements, monitor budgets, and evaluate performance to ensure compliance with federal, state, and local rules.
The role includes providing technical assistance, leading trainings, and collaborating with internal teams to resolve issues and improve contract processes. A strong background in grants/contracts and data analysis is essential.
Qualifications
- Bachelor’s degree in Business Administration or Public Administration with 4 years related experience.
- Master’s degree may substitute for up to two years of required experience.
- Knowledge of contract law, contracting practices, regulations, policies and techniques.
- Knowledge of contract development, contract language, terms, conditions, etc.
- Experience with contract development, negotiation, and performance measurement.
Responsibilities
- Prepare bid documents and draft supplemental terms and conditions.
- Develop and maintain contract databases and contract management tools.
- Enter data and generate approval documents for purchases.
- Monitor budgets, expenditures, and contract balances.
- Evaluate contractor performance and ensure compliance with terms.
- Provide technical assistance, training, and guidance on contracts/grants.
Skills
Education
Tools
Job description
Under limited supervision, develops and manages complex contracts and grants.
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.
May provide leadership, work assignments, evaluation, training, and guidance to others.
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 lead 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.
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.
None
- 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.
Austin Homeless Strategies and Operations (HSO) is dedicated to addressing homelessness comprehensively and compassionately. HSO’s vision is bold: Ensuring everyone has access to stable housing and the support they need to thrive. HSO is a trusted system leader, working collaboratively to ensure an efficient, accessible, and effective homelessness response. HSO makes investments that resolve individual experiences of homelessness and result in meaningful system changes and ensures that people experiencing homelessness have easy access to basic needs, outreach, crisis shelter, and other services to support survival and pathways to stable housing. Through public dialogue and intentional communication with stakeholders, HSO strengthens community trust, aligns efforts, and drives systemwide impact. HSO pursues a culture of continuous learning, creating a collaborative, supportive, and engaging workplace that centers on growth, development, and well‑being.
The Homeless Strategies and Operations Budget and Contracting Division oversees agreements with organizations that provide care, shelter, and support to vulnerable populations. Its work includes contract development and execution, compliance monitoring, claims and performance review, provider communication, and technical assistance. The unit helps ensure that contracted services meet applicable requirements, public resources are used responsibly, and providers have the guidance needed for successful program implementation and fund utilization. Contract managers work with providers and internal partners to resolve issues, strengthen performance, maintain accurate records, and reduce financial and service‑delivery risk.
This role helps guide contracts through their entire lifecycle—from drafting and negotiation to execution, amendment, and closeout. It collaborates regularly with colleagues across HSO to support the programmatic work behind each agreement. Once contracts are in place, this role monitors them to ensure compliance with City policies, legal requirements, funding rules, and approved budgets. This role reviews provider claims carefully for accuracy and allowability, and keeps close track of deadlines, deliverables, spending and budgets, performance measures, and any needed corrective actions. This role analyzes financial and performance data, spots errors, trends, service gaps, and opportunities to strengthen results. This role will offer clear, practical technical assistance to grantees on everything from allowable costs and documentation to reporting and amendments. Working closely with providers and internal team finance, legal, procurement, program staff, and leadership, it will help resolve issues and support strong program implementation. It will also manage multiple evolving projects at once, maintain organized and confidential records in City systems, and share your expertise with colleagues through knowledge‑sharing, reviewing work, and supporting training on contracts, grants, financials, and documentation practices.
- Working with the City of Austin provides a number of health and welfare benefits such as low‑cost medical, dental, vision, paid leave time, a highly competitive retirement plan, training opportunities, and more.
$62,890-$77,980
505 Barton Springs Road, Austin, TX 78704
Monday - Friday 8AM - 5PM. Hours may vary depending on departmental needs and initiatives. Some evening, weekend and holiday work may be required.
This position has been approved for a Criminal Background Investigation.
Assessment: Please note that a skills assessment may be part of the competitive evaluation process.
City of Austin Employment Video
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