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Contract Management Specialist II

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Position Information

Position Information

Posting Title Contract Management Specialist II
Job Requisition Number COA077580
Position Number 116764
Job Type Full-Time
Division Name Convention Ctr Administration
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 or Certifications:

  • Class C Driver’s License, if required for the position.

  • Equipment Operator’s License, if required for the position.




Notes to Applicants

This position will be part of the Purchasing Division at the Austin Convention Center Department (ACCD) and will be responsible for the purchasing of goods and services used in the daily operations at ACCD.
When completing the City of Austin employment application:


  1. A detailed and complete City of Austin employment application is required to evaluate your qualifications.

  2. Please be thorough in completing the employment application, list all work experience and relevant professional certification(s) that are applicable to this position.

  3. Please describe your specific experience as it relates to the minimum and preferred qualifications when responding to supplemental questions on the employment application.

  4. Starting salary will be based on overall relevant work experience.

  5. A resume and cover letter must be submitted and will not substitute for a complete employment application. Statements such as “see resume” or “see Linked In Profile” will not be accepted and your application will be deemed incomplete and not be considered for review.

  6. Please verify the employment history dates on your resume exactly match the online application.

  7. This position may require a skills assessment.

Driving Requirement:

  • Driving will be required to/from multiple locations. A valid Texas driver license and current driving record that meets the requirements of the City of Austin Driver Safety Program are required.

  • For more information on the City’s Driver Safety Program, click on the following link: Driver Safety Standards

Pay Range

Commensurate

Hours
  • Monday through Friday, 8:00 a.m.-5:00 p.m.
  • Hours may vary depending on work demands and customer support needs.
  • Schedule and/or location may change based on business needs.
Job Close Date
01/24/2018
Type of Posting External
Department Convention Center
Regular/Temporary Regular
Grant Funded or Pooled Position Not Applicable
Category Professional
Location 500 East Cesar Chavez; Austin, Texas 78701
Preferred Qualifications
  1. Experience in Public Purchasing working in a professional governmental and/or municipal environment.
  2. Experience creating and developing scopes of work or specifications in a professional governmental and/or municipal environment.
  3. Experience using an automated purchasing system(s).
  4. Experience in 2016 Microsoft Office 365; Excel & Word.
  5. Texas Class C Drivers License
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.


  1. Performs spot buying by placing orders off of existing contracts and by soliciting and awarding informal quotes (per Central Purchasing policy limitations).

  2. 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.

  3. 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.

  4. 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.

  5. 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.

  6. 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.

  7. Monitors supply chain by reviewing status of selected materials, identifying problems and recommending and/or implementing solutions. Coordinating product demonstrations.

  8. Provides technical and contractual assistance by developing, advertising, coordinating and conducting workshops, training sessions and orientation sessions.

  9. 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- Supervision 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

Does this job require a criminal background investigation? This position requires a criminal background investigation
EEO/ADA

City of Austin is committed to compliance with the American 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 TTY (512) 974-2445.

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 (*).

  1. This position requires a 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
  2. Please describe how you meet the minimum qualifications referenced above. Detail how you meet the educational requirements (if applicable), account for the years of related experience (if applicable), and explain any substitutions of experience for education, or vice-versa (if applicable).

    (Open Ended Question)

  3. Please describe your experience in Public Purchasing in a professional governmental and/or municipal environment. Indicate the position(s) listed on your application that support(s) your answer.

    (Open Ended Question)

  4. Please describe when you served as the lead creating and developing a complex scope of work or specification. Include in your answer a description of the project and the type of solicitation. Indicate the position(s) listed on your application that support(s) your answer.

    (Open Ended Question)

  5. Please describe you experience using and/or developing an automated purchasing system(s). Include the name of the system(s) you have used and/or developed. Indicate the position(s) listed on your application that support(s) your answer.

    (Open Ended Question)

  6. Which of the following best describes your proficiency with Microsoft Word?
    • Beginner: skill level includes creating/editing/saving files, applying text formatting, using templates, using spell checks, inserting date/time, etc.
    • Intermediate: skill level includes formatting pages/sections, margins, tabs, outlines and headers/footers, inserting text boxes, tables and graphs, tracking changes, inserting hyperlinks, protecting documents, etc.
    • Advanced: skill level includes using mail merge, creating forms, footnotes and headers, superscripts/subscripts, etc.
    • Expert: skill level includes creating index/concordance, line drawings and macros, importing/exporting files, etc.
    • Limited or no MS Word experience, but proficient with another word processing application
    • None of the above
  7. Which of the following best describes your proficiency with Microsoft Excel?
    • • Beginner: skill level includes data entry, basic formatting (page setup, column width, etc.), creating spreadsheets, etc.
    • • Intermediate: skill level includes basic calculations, use of functions, complex formatting (cell manipulation, etc.), charts/graphs (static), etc.
    • • Advanced: skill level includes pivot tables, V Lookups, formula creation, use of functions for formula creation, etc.
    • • Expert: skill level includes macros creation, complex formula creation/manipulation, charts/graphs (dynamic), create database queries, etc.
    • • None of the above
  8. Do you have a valid Texas Class C driver’s license or the ability to acquire by hire date?
    • yes
    • no
  9. If selected as a top candidate, do you agree to a criminal background investigation?
    • Yes
    • No

Optional & Required Documents

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents