Contract Management Specialist III

Austin, TX, United States

Minimum Qualifications

Education and/or Equivalent Experience:

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 or Certifications:

None.

Notes to Applicants

Austin Resource Recovery ( ARR ) is an organization of 500 plus employees that provides residential curbside collection of trash, recycling, and composting to the residents of the Austin metropolitan area. Additional services include bulk and large brush collection, street sweeping, dead animal collection, and a drop-off center for hard-to-recycle items and household hazardous waste.

This position will be part of the Contract Management and Procurement Team. The main responsibility for this position will be the management of contract(s) within ARR's contract portfolio which includes assisting customers utilizing the contracts and monitoring contractor performance. This position may also assist customers with one-time purchases. The successful candidate will have strong analytical, problem-solving, and organizational skills. The successful candidate for this position is also expected to be familiar with applicable policies and laws and to have direct experience managing complex contracts.

Application: Each individual who submits an Application as provided in the Municipal Civil Service Rules and meets 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.

A detailed and complete employment application is required to help us better evaluate your qualifications and will be used to determine salary if you are selected for this position. Your application should reflect your complete employment history (to include all job duties responsibilities and employment dates) on your online application. Be sure to provide job titles and employment dates for all jobs you wish to be considered. The application is an official document; incomplete applications will not be considered (e.g., "see resume" or "see Linked In Profile"). The responses to the supplemental questions inquiring about experience should be reflected on your application.

Skills Assessments : A competency assessment may be required to verify your skill set.

90-Day Provision for Additional Vacancy : This posting may be used to fill other similar positions within Austin Resource Recovery outside of the division listed above.

Virtual Interviews : Austin Resource Recovery may conduct virtual interviews.

Travel:

If you are selected for this position, and meet the Driver Safety Standards in the City of Austin Driver Safety Program, you may drive when necessary to multiple locations as part of your regular job duties. Otherwise, you are responsible for getting to and from these locations.

Physical Requirements: Tasks may involve bending, lifting, walking, carrying or using a force equal to lifting up to twenty (20) pounds. Prolonged periods of sitting at a desk and working on a computer.

Benefits: Working with the City of Austin at Austin Resource Recovery ( ARR ) provides a number of health and welfare benefits, such as medical, paid leave time, a great retirement plan, training opportunities and more! Click HERE for more information.

This position is eligible for the Public Service Loan Forgiveness ( PSLF ) Program. This is a federal program designed to encourage individuals to work in public service by forgiving the balance of their federal student loans upon meeting program requirements.

Military/Veteran - Veteran candidates will be required to provide a copy of their DD214 at the time of interview.

Tobacco and Vape-Free Workplace : All Austin Resource Recovery locations are tobacco-free. Use of tobacco products and/or e-cigarettes is not permitted on any ARR worksite - including parking lot or in any personal vehicle located on the premises.

Preferred Qualifications Experience with City, County, State, Federal or other public sector procurement experience

Experience conducting contract analysis and contract clarification meetings with outside vendors

Experience developing requirements, writing scopes of work, specifications or other similar technical documents

Experience in Solid Waste industry

Ability to Travel to one more 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.

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 - Supervision 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.

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.