Contract Management Specialist II

Minimum Qualifications
Education and/or Equivalent Experience:

• 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 and Certifications Required:

• None.

Notes to Applicants

This non-exempt position is a member of the Procurement & Contract Services team and will primarily be responsible for performing procurement, contract development and contract administration activities for the Police and Forensic Science Departments. This will involve conducting research and determination of appropriate sourcing methods, developing scopes of work or specifications, issuing informal solicitations, generating purchase orders, and ensuring the Departments procure and receive quality goods and services in accordance with City of Austin procurement policies and practices. Further, this position will be tasked with contract administration duties such as monitoring contractor performance, tracking contract expenditures, coordinating the execution of contract extensions and resolving contractual disputes.

This position is fast moving with frequent interruptions and competing priorities.

City of Austin Application:

A complete and detailed City of Austin employment application is required to help us better evaluate your qualifications. For each position, please describe your specific experience as it relates to the minimum and preferred qualifications. Please be thorough in completing the employment application and list all experience and education that is relevant to this position. Starting salary will be based on overall relevant experience and education. Application must include job titles, job duties performed, full or part time status. Your work history should include the duties you performed, any supervisory or lead responsibilities, and any equipment or computer software used.

If you are selected for an interview:

• Please bring the contact information for at least four (4) references.
• If you are identified as a top candidate, verification of your education (which may include your official college transcript, high school diploma or GED ) may be required. You must provide proof of education from an accredited organization/institution.

When completing the City of Austin employment application:

• All relevant employment (work/volunteer) must be included in the online application to be considered for this position. A detailed, complete employment application is required. In addition, the resume information must match the information on the application.
• Please be sure to provide job title and employment dates for all jobs. Please include contact information for previous employers.
• The application is an official document; incomplete applications will not be considered (e.g., “see resume” or “see Linked In Profile”). Incomplete applications will not be considered. Please include contact information from previous employers.
• Starting salary will be based on overall relevant experience and education.
• A resume is required but will not substitute for a complete COA application. Please be sure the positions and employment dates listed on your resume match you application.

To view the City of Austin Recruitment Video, please click here!

CBI :

Must pass a Criminal Justice Information Systems ( CJIS ) fingerprint-based background check and maintain CJIS eligibility. Due to CJIS requirements related to system access, the following will result in being disqualified for this position: Felony Convictions, Felony Deferred Adjudication, Class A & B Misdemeanor Deferred Adjudication, Class B Misdemeanor Convictions, an Open Arrest for Any Criminal Offense (Felony or Misdemeanor), and Family Violence Convictions. Please Click here to find more information.

Benefits:

Working with the Austin Police Department provides a number of health and welfare benefits, such as medical, paid leave time, retirement plan, training opportunities and more. Please click here to find more information.

Secondary Employment:
All Austin Police 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.

• APD must review all secondary employment.
• Employees are required to submit a Secondary Employment Application for review and approval upon being hired with APD , as well as current APD employees considering Secondary employment.

To learn more about working with the City of Austin, click here to watch a short video!
Pay Range
$26.61 - $31.87 per hour

Hours
Monday - Friday 8am - 5pm
teleworking accommodations available
Job Close Date 03/24/2025 Type of Posting External Department Police Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Professional Location 715 E. 8th Street, APD HQ Preferred Qualifications
Preferred Experience:

• City, County, State, Federal or other public sector/governmental procurement or contract experience.
• Demonstrated experience with solicitation methods such as request for quotation ( RFQ ) and invitation for quote ( IFQ ).
• Demonstrated experience interpreting contract terms and provisions.
• Demonstrated experience monitoring contracts for compliance.
• Demonstrated experience issuing purchase orders and utilizing AIMS /Advantage, eCapris, Maximo, or similar financial systems.
• Basic proficiency with Microsoft Office Suite (Word, Excel and Outlook).
• Strong written and oral communication skills.
• Ability to travel to more than one location.

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- 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

Criminal Background Investigation This position has been approved for a Criminal Background Investigation. EEO/ADA
The City of Austin is committed to compliance with the Americans with 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 Texas Relay by dialing 7-1-1.

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 (*).
* The Contract Management Specialist II position requires: 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 the minimum qualifications of this position?

• Yes
• No

* Please explain how you meet the minimum qualifications of this position.
(Open Ended Question)
* This position requires a criminal background investigation (CBI). By selecting the following, you are acknowledging that you understand if you are selected as a top candidate for this position, you will need a successful Criminal Justice Information System (CJIS) to be hired.

• I acknowledge and understand this position requires a Criminal Justice Information System (CJIS-Criminal Background Investigation).

* Do you have the ability to travel to multiple sites as part of the regular job duties?

• Yes
• No

* Please explain your experience with solicitations such as request for quotation (RFQ) and invitation for quote (IFQ).
(Open Ended Question)
* Please explain your experience developing scopes of work or specifications documents.
(Open Ended Question)
* Please explain your experience interpreting contract terms and provisions.
(Open Ended Question)
* Describe your experience monitoring contracts for compliance.
(Open Ended Question)
* Describe your experience issuing purchase orders and performing research in AIMS/Advantage, eCapris, Maximo,or similar financial system.
(Open Ended Question)


Optional & Required Documents

Required Documents Resume Optional Documents Cover Letter

• 

• City of Austin

Show more