Contract Management Specialist III

Job Description:

Contract Management Specialist III

Description

JOIN THE CITY OF AUSTIN TEAM

At the City of Austin, we are more than just an employer-we are a vibrant community dedicated to shaping one of the nation's most dynamic and innovative cities. As we strive to fulfill our commitment as public servants, it is important that we ground our efforts in a set of guiding principles - Empathy, Ethics, Excellence, Engagement, and Equity - anchors in delivering services that significantly impact the lives of Austinites. Joining the City of Austin means embarking on a purposeful career, contributing to the community, and being part of a forward-thinking organization that values every employee.

What Makes the City of Austin Special?

• Make a Difference : Join a team driving meaningful change in one of the fastest-growing cities in the nation.
  
• Value and Innovation : Work in an environment where employees are valued and innovation thrives.
  
• Competitive Benefits : Enjoy a comprehensive compensation package that includes generous leave, work-life balance programs, and extensive benefits.
  
• Retirement Security : Plan for the future with the City of Austin Employees' Retirement System.
  
• Sustainable Transportation Options : Commute easily with access to public transit and bike-friendly infrastructure.
  
• Focus on Wellness : Stay healthy through wellness programs, on-site fitness centers, and mental health support.
  
• Career Growth : Advance your skills and expertise with professional development and leadership opportunities.
  
• Modern Workspaces : Work in innovative and sustainable environments that foster collaboration and inspiration.
  

By joining us, you become part of a community that values its people and is committed to making Austin the most thriving and resilient city in the country.

Our department provides a variety of financial services and programs. Austin Financial Services (AFS) serves residents, vendors, and City departments.

Our mission is to serve as a trusted steward of public resources with integrity and accountability to ensure a fiscally sound city.

Our staff supports a wide variety of financial processes, including preparing the annual budget and annual fiscal report, procurement processes, franchise agreements, real estate transactions, and overseeing the City’s investment portfolio and debt management.

As an internal support function within the larger City organization, AFS is proud to serve and act as a leader in financial management to its partner departments.

Job Description:

Contract Management Specialist III

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 performing on-site construction worker interviews for labor standards.
  
• Experience in construction contract wage requirements and/or contract compliance.
  
• Experience conducting wage audits
  
• Bilingual in English/Spanish.
  
• Ability to travel to more than one work location
  

Notes to Candidate:

Position Overview:

This position is part of the Wage Compliance Team in the Central Procurement Division. The Contract Management Specialist III position is responsible for conducting pre-bid & pre-construction presentations, construction and living wage on-site interviews; performing prevailing and living wage audits; implementing wage rate changes; monitoring active City construction projects and service agreements to verify wage compliance rates; building construction and/or heavy highway wage rate analysis determinations and monitoring payrolls for all City federal and non-federal capital improvement projects.

Pay Range:

$60,030.00 - $74,140.00

Hours:

Monday - Friday; 8:00 a.m. to 5:00 p.m.

Telework opportunities may be available after an initial training period. Work schedules are implemented to meet the requirements of the department and are subject to change based on business needs.

Staff eligible to telework must be in the office for at least 40% of their scheduled work week.

Location:

505 Barton Springs Rd., Austin, Texas 78704

Application Details:

• A detailed, complete COA employment application is required. It helps us to better evaluate your qualifications and will be used to determine your salary if you are selected for this position.
  
• Please be sure to detail on the application all previous employment that you wish to be considered as part of your qualifications.
  
• For each position, please describe your specific experience as it relates to the minimum and preferred qualifications.
  
• A cover letter is 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.
  
• A résumé is also required, but will not substitute for a complete COA employment application. Resumes are not accepted in place of a completed online application. It is the responsibility of the applicant to provide the detailed and relevant work experience, which would qualify them for the position.
  
• 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.
  
• Incomplete applications will not be considered.
  
• 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.
  
• Use of AI is strictly prohibited to respond to the application and during the interview process.
  
• Please be aware that the Job Posting Close Date reflects the final day to apply, but the posting will close at 11:59 PM the day before the date listed. All application steps, including attachments and submission, must be fully completed before that time.
  

Additional Details:

• Austin Financial Services may close this job posting at any time after it has been advertised for seven (7) days, please apply as soon as possible if interested.
  
• This position may require a skills assessment.
  
• If you are identified as a top candidate, verification of your education, which may include High School graduation or GED equivalent, undergraduate and/or graduate degrees, will be required.
  
• This position will require a pre-employment Criminal Background Investigation (CBI).
  
• If you are selected as the top candidate for a position, we may contact your current and former employer, as well as the references listed in your application. Please be sure you have listed at least 3 previous supervisors in the application with correct contact information.
  
• If you are identified as a top military candidate or a veteran, you must provide a copy of your DD-214.
  

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.

90 Day Provision for Additional Vacancy:

When the same or an additional vacancy occurs within a department in the same job title within 90 days after the start date of the top candidate, the hiring department may offer the additional position to another candidate from the same candidate pool.

EEO Statement for City of Austin:

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.

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.

Closing Date/Time: 2025-11-26