Contract Management Specialist III (Austin Fleet Mobility Services)

About this role

About This Position  

At Austin Fleet Mobility Services, we’re proud to play a vital role in keeping our city moving forward. Managing more than 7,500 vehicles across 25 departments—including Austin Fire, Austin Police, Austin/Travis County Emergency Medical Services, Austin Energy, and Austin Water—we support the essential services that make Austin thrive, focusing on innovation, sustainability, and efficiency.   Job Description: Purpose: Under limited supervision, develops and manages complex contracts and 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. • 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.

Responsibilities - Supervisor and/or Leadership Exercised: • May provide leadership, work assignments, evaluation, training, and guidance to others.

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 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 leading 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.

Minimum Qualifications: • 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

Licenses and Certifications Required: • None  

Preferred Qualifications: • Experience working for a government entity or a Fleet operation.

• Advanced experience developing and managing contracts in compliance with local, state and/or federal regulations.

• Experience in preparation of solicitation documents (scope of work, specifications, price sheet, etc.)

• Strong skill and experience in oral and written communication.

• Experience researching and responding to inquiries from City Council, City Management, Boards and Commissions, vendors, and other stakeholders.

• Intermediate proficiency with Microsoft Office Suite, specifically with Word and Excel.

• A

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