Contract Management Specialist I

Job Description:

Contract Management Specialist I

Description

Minimum Qualifications
Education and/or Equivalent Experience:

• Graduation with a Bachelor’s degree from an accredited college or university with major course work in Business Administration, Public Administration or other relevant field.
• Experience may substitute up to the maximum of four (4) years.

Licenses or Certifications:

• None.

Notes to Applicants

This non-exempt position is primarily responsible for initiating the purchase of goods and services for the Police and Forensic Science Departments in coordination with the Central Purchasing Office. This will involve writing scopes of work/product specifications, communicating with vendors to obtain quotes/bids/estimates, issuing and modifying purchase orders, and providing assistance to sworn officers and civilian staff in accordance with applicable purchasing policies and laws. Further, this position will be tasked with contract development and compliance duties such as creating deliverables, setting and monitoring performance measures, tracking expenditures for assigned contracts, coordinating the execution of extension options, and responding to vendor disputes, customer complaints, and change orders.

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
$24.08 - $27.93 per hour

Hours
Monday - Friday: 8:00 a.m. - 5:00 p.m. Teleworking accommodations available.
Job Close Date 05/01/2025 Type of Posting External Department Police Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Professional Location APD Headquarters - 715 E 8th Street Preferred Qualifications
Preferred Experience:

• Demonstrated City, County, State, Federal or other public sector/governmental procurement experience
• Demonstrated experience researching vendors and obtaining quotes for goods and/or services.
• Demonstrated experience developing requirements, scopes of work, specifications, or other similar technical documents.
• Demonstrated experience managing contracts from beginning to closeout.
• Basic proficiency with Microsoft Office Suite (Word, Excel and Outlook).

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 soliciting and awarding informal quotes (per Central Purchasing policy limitations). Prepares for bid processes by compiling contract requirements from designated departmental liaisons, recommending commodities or scopes of work to include on contract bids, and preparing purchase documents for bid. Maintains contract database(s) spreadsheets and/or other contract management software tools for assigned contracts. Monitors assigned contracts or grants to ensure effectiveness by reviewing contract’s dollar balance and time remaining, recommending extension of an existing contract or preparing for new bid process. Monitors contractor and subcontractor performance for compliance to contract terms and conditions by reviewing contractor performance, compiling contractor performance evaluation information, resolving minor contract issues and reporting major contract problems to supervisor. Researches contract information such as contractor performance, supply chain effectiveness, contract expenditures, purchase history, etc. and prepares reports for management, team members and customers.

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 City practice, policy and procedures.
• Knowledge of contract development, contract language, terms, conditions, etc.
• Knowledge of Federal, State and Local laws.
• Knowledge of basic purchasing practices and techniques
• Skill in using computers and related software applications
• Skill in effective oral and written communication
• Skill in establishing and maintaining good working relationships with other City employees, vendors and the public.
• Skill in resolving routine contractual issues
• Skill in planning and organizing
• Skill in handling multiple tasks and prioritizing
• Ability to exercise good judgment, tact and diplomacy in public dealings

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 minimum qualifications for this position are: Graduation with a Bachelor’s degree from an accredited college or university with major course work in Business Administration, Public Administration or other relevant field. Experience may substitute up to the maximum of four (4) years. Do you meet the minimum qualifications for this position?

• 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)
* Briefly describe your experience communicating with vendors to obtain quotes/bids/estimates for goods and services. If you do not have experience, please mark N/A as a response.
(Open Ended Question)
* Briefly explain how your experience matches the qualifications for this position.
(Open Ended Question)
* Briefly describe your experience managing contracts from beginning to closeout. If you do not have experience, please respond with N/A.
(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).

Optional & Required Documents

Required Documents Cover Letter Resume Optional Documents