Contract Management Specialist II

Position Information Posting Title Contract Management Specialist II Job Requisition Number COA084326 Position Number 117071 Job Type Full-Time Division Name APH Accounting 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 Position Overview: This position will perform spot buying by placing orders off of existing contracts and by soliciting and awarding informal quotes (per Central Purchasing policy limitations). This position will also prepare 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. In addition, this position will develop and maintain contract database(s) spreadsheets and/or other contract management software tools and enter data into the system of record and generates approval documents to support purchases. This position will be responsible for establishing budgeted base and resolves variances, submitting and/or coordinating submission of requisitions, evaluating bid files and preparing recommendations for awards. Regarding your Application: Qualifying education experience, knowledge, skills and abilities must be clearly stated on your application. A cover letter is also required. In the cover letter candidates should describe, in concise detail, their interest in this position and highlight any prior experience that is relevant to this position. When completing the City of Austin employment application, work experience listed must include month, year and a verifiable Supervisor or Human Resources phone number. Incomplete applications will not be considered. Each individual who submits an Application as provided in the Municipal Civil Service Rules and meet the Minimum Qualifications for a Competitive Position shall be considered a Candidate for that Position. Employees, in Good Standing, who are Candidates within the Department or division that the Position resides in and who meet the Minimum and Preferred Qualifications (if any) of the Position will be included in the initial interview. Applicants are encouraged to apply immediately. Please note that the Department may close the job posting at any time after 7 days. Additional Information: Military/Veterans must provide a copy of their DD214 at the time of initial interview to receive military/veteran interview preference This position will require a pre-employment Criminal Background Investigation (CBI). If you are identified as a top candidate, verification of your education, which may include High School graduation or GED, undergraduate and/or graduate degrees, will be required. Salary is commensurate based on experience and the approved salary range. The benefits package includes medical, dental and vision coverage, life insurance, compensated leave, short-term disability, and retirement benefits. The City is a member of the Proportionate Retirement Program. Optional benefits include supplemental life insurance, a 457 deferred compensation plan, long-term disability plan, and a legal plan. Visit austintexas.gov/department/active-employee-benefits to learn more about the City''s employee benefits. When public health responds to an emergency you may be assigned activities that are outside your regular job description. This may involve responding at any time, including nights and weekends with possible deployment to locations other than Austin Public Health. This position is eligible for Public Service Loan Forgiveness (PSF) Program. This program is a federal program that is intended to encourage individuals to work in public service by forgiving the balance of their federal student loans. To qualify, the individual must have made 120 qualifying payments while employed by a qualifying employer. Electronic Notification to Applications: Applicants will be notified via e-mail to communicate important information related to the status of their application as part of an ongoing effort to increase operational efficiency, promote a green environment and minimize delays and costs. Please ensure that the email address and contact information you provide is current, secure and readily accessible to you. We will not be responsible in any way if you do not receive our e-mails or fail to check your inbox in a timely manner. All Austin Public Health worksite locations are tobacco-free. Use of tobacco products and/or e-cigarettes is not permitted on any Austin Public Health worksite - including parking lots, garages or in any personal vehicle located on the premises. Candidates selected for interview(s) may be required to complete an assessment(s) approved by Municipal Civil Service process, Rule 4. COVID-19 considerations:This position is not exclusively tele-work based during the COVID-19 pandemic and will require in-person work on a regular basis upon hire. We will provide a full suite of PPE when in-person contact is necessary. Pay Range $21.85 - $27.86 Hours Monday - Through Friday.8:00 am - 5:00 pm. Job Close Date 11/30/2021 Type of Posting External Department Austin Public Health Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Professional Location 6800 Burleson, Bldg 310, Ste 295, Austin, TX 78744 Preferred Qualifications Experience working in public procurement (City, State or County) Experience creating and developing Scopes of work or specification on a professional Governmental or municipal environment. Experience using an automated purchasing system (s), issuing purchase orders, tracking the status of purchase orders and resolving issues encountered with end users and suppliers. Intermediate or higher level of proficiency using Microsoft Word, Excel and SharePoint. 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 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 (*). * The minimum qualifications for the Contract Management Specialist II position are: 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 * Briefly describe your City, County, State, Federal or other public sector/governmental procurement experience. Please list the employer or employers from your application where you gained this experience. If you have no experience, mark "N/A" as a response. (Open Ended Question) * Please describe in detail your experience using an automated purchasing system(s), issuing purchase orders, tracking the status of purchase orders, and resolving issues encountered with end users and suppliers. Provide examples. Indicate the position(s) listed on your application that support(s) your answer. (Open Ended Question) * Which of the following best describes your level of proficiency with Microsoft Word? Basic: skill level includes creating/editing/saving files, applying text formatting, using templates, using spell check, inserting date/time 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 Advanced: skill level includes using mail merge, creating forms, footnotes and headers, superscripts/subscripts, creating index/concordance, line drawings and macros, importing/exporting files Limited or no MS Word experience, but proficiency with another word processing application such as WordPerfect or Apple Pages No experience with Microsoft Word or other word processing applications * Describe your experience using SharePoint and your ability to enter and edit content. (Open Ended Question) * Which of the following best describes your level of proficiency with Microsoft Excel? Basic: skill level includes creating simple spreadsheets, data entry, basic formatting such as page setup, column width, font type/size Intermediate: skill level includes creating spreadsheets with multiple workbooks, using simple formulas such as SUM, AVERAGE, and COUNT, creating simple charts/graphs Advanced: skill level includes pivot tables, V Lookups, creating complex formulas that reference multiple worksheets, creating/running macros, creating dynamic charts/graphs, creating database queries Limited or no experience with MS Excel, but experience with another spreadsheet application such as Lotus 1-2-3 or Apple Numbers No experience with MS Excel or other spreadsheet applications * If identified as a top candidate, do you agree to a criminal background check (CBI)? Yes No * In the prior twelve months have you been employed by, owned any interest in, or been an officer or board member, for any business entity, including a non-profit organization, that is transacting any business with the City of Austin, including a recipient of any contracts, grants, or any funds of any kind from the City of Austin? Yes No Optional & Required Documents Required Documents Cover Letter Resume Optional Documents

Created: 2021-11-29