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

About This Position

At 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.

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.

This position performs strategic sourcing activities that include leveraging existing contracts, procurement best practices and vendor community to forecast, plan and meet the quality, supply, service, innovation, regulatory compliance and total cost of ownership goals of the City's fleet. The position supports the department by meeting with various City departments to help plan and budget future fleet vehicle and equipment needs; consulting with department fleet liaisons and equipment operators to make purchasing decisions based on specific price/performance requirements; and creating specifications and assisting with issuing solicitations and/or utilizing corporate purchasing contracts to make the final purchase.

Employment Application:

• •The City of Austin employment application is an official document; incomplete applications will not be considered.
• •Please be sure to detail on the application all current and previous employment, including all current and previous City of Austin employment.
• •The Employment Record should be complete with job titles, employment dates, and specific job duties, functions, and responsibilities for each position held. Note that this information will be reviewed to identify how you meet minimum and preferred qualifications.
• •When completing the City of Austin employment application, the work experience listed must include a month, year, and a verifiable Supervisor or Human Resources phone number.
• •Do not leave the “Duties and Responsibilities” sections blank. These will be considered incomplete applications.
• •For each position, please describe your specific experience as it relates to the minimum and preferred qualifications.
• •If you are selected as the top candidate, starting salary will be based on overall relevant experience from your application.
• •When completing Supplemental Questions, please note your answers to the supplemental questions must be supported by the information con