Contract Management Specialist IV

Job Description:

Contract Management Specialist IV

Description

Minimum Qualifications
Education and/or Equivalent Experience:

• Graduation with a Bachelor’s degree from an accredited college or university plus four (4) years of experience in a related field.
• A Master’s Degree may substitute for required experience up to a maximum of two (2) years

Licenses or Certifications:

• None.

Notes to Applicants
TheContract Management Specialist IV responsibilities include:

• The principal point of contact for all contract management-related responsibilities.
• Organize and perform administrative and management functions required for timely and compliant contract performance.
• Evaluate proposals to ensure contract requirements are adequately defined and documented.
• Identify contract risks and make recommendations to mitigate or eliminate such risks.
• Actively serve as the Subject Matter Expert ( SME ) for all contract functions.

APPLICATION INSTRUCTIONS :

• A detailed and complete job application is REQUIRED and helps us evaluate your qualifications. In completing your job application, please be sure to provide a COMPLETE employment history regarding any relevant experience that you would like for us to consider. This information will also be used to determine base pay in the event that you are selected for this position. NOTE : A cover letter and/or resume will NOT be used to substitute for an incomplete job application.
• Please understand that your job application, cover letter, and resume will be used to measure or assess your written communication skills, including grammar, punctuation, and spelling, in helping us screen applications and determine candidates to be interviewed.
• All new employees are required to attend City of Austin and Austin Public Library training as scheduled and should arrange their outside schedules to accommodate such training.
• Working with the City of Austin provides a number of health and welfare benefits such as low-cost medical, dental, vision, paid leave time, a highly competitive retirement plan, training opportunities, and more. Please click HERE for more information.

IF SELECTED AS A TOP CANDIDATE :

• Verification of the minimum qualifications ( Graduation with a Bachelor’s degree from an accredited college or university plus four (4) years of experience in a related field or, A Master’s Degree may substitute for required experience up to a maximum of two (2) years ) will be required. You must provide proof of education from an accredited organization/institute.

ADDITIONAL INFORMATION :

• This posting may be used to fill additional vacancies of the same job title that may become vacant.
• The additional vacancies may include a difference in work location, workweek hours, and schedule.
• Filling additional vacancies from this posting is based on the business needs of the department.
• Applicants selected will be required to complete a skills assessment.

VETERAN :

• Veteran candidates will be required to provide a copy of their DD-214.

The Austin Public Library reserves the right to close posted positions prior to the advertised close date, based on recruitment strategies and business needs.
Pay Range
$32.23 - $40.29 per hour
Hours
Full Time/40 hours per week.

• Monday - Friday: 8:00 a.m. - 5:00 p.m.
• Telework options available

Note: Hours may vary based on operational or business needs. Evenings and weekends may be required on occasion.
Job Close Date 03/06/2025 Type of Posting External Department Austin Public Library Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Professional Location Central Library - 710 W. César Chávez St., 78701 Preferred Qualifications

• Experience with the City’s Financial systems including AIMS , eCOMBS, eCAPRIS, and MicroStrategy or similar financial systems.
• Demonstrated experience with the development of contracts to include contract scope of work and specifications.
• Demonstrated experience developing and drafting General Contracts, renewal options, amendments, and other agreements.
• Demonstrated experience managing vendor relations to ensure contract deliverables are met and resolving non-compliance issues.
• Demonstrated experience with contract management to include tracking and monitoring existing contracts for compliance.
• Demonstrated experience with complex purchasing and/or accounts Policies and Procedures in a utility, government, or non-profit organization.
• Proficient in the use of Excel, Outlook, Word, and PowerPoint.
• Strong interpersonal and analytical skills.
• Experience working with municipalities.

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.

Develops and drafts new contracts by analyzing market and economic conditions and applying current trends to contract development; preparing scopes of work and/or specifications; negotiating with vendors/contractors; writing terms and conditions; and developing effective performance measures; investigates alternative purchasing methods and recommends procedures for implementation. Limited signature authority as delegated by the Purchasing Office and relevant administrative bulletins. Manages and administers existing contracts by determining compliance through performance monitoring; negotiating and writing amendments and revisions to scopes of work and/or specifications. Resolves non-compliance issues by investigating and resolving contract-related discrepancies, complaints, and disputes between all involved parties; canceling and/or terminating contracts and negotiating settlement agreements; and resolving appeals and claims. Provides consulting expertise to internal and external customers by developing and providing formal contract management training, interpreting contractual provisions, and providing advice on all facets of contract development, administration and management. Provides contract information in response to inquiries from City Council, City Management, Boards and Commissions, vendors, and other stakeholders. Prepares and presents reports by compiling, reviewing, and analyzing data and providing written and/or oral reports to management.

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 contracts, including contract development, contract language, terms, conditions, etc.
• Knowledge of applicable Federal, State and Local laws
• Knowledge of community resources and structures.
• Knowledge of city practice, policy and procedures.
• Skill in oral and written communication.
• Skill in using computers and related software applications.
• Skill in data analysis and problem solving.
• Skill in planning and organizing.
• Skill in negotiation.
• Ability to interpret policies, procedures and regulations.
• Ability to impartially summarize and evaluate factors related to contracts.
• Ability to write specific terms of conditions for contracts.
• Ability to enforce contractual obligations.
• Ability to resolve complex, contractual issues.
• Ability to establish and maintain good working relationships with other City employees and the public.
• Ability to train others.

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 requires: Graduation with a Bachelor’s degree from an accredited college or university plus four (4) years of experience in a related field. A Master’s Degree may substitute for required experience up to a maximum of two (2) years. Do you meet the minimum qualifications for this position?

• Yes
• No

* 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 CBI to be hired.

• I acknowledge and understand this position requires a Criminal Background Investigation.

* Please describe your experience, proficiency and the number of years you have worked with the following City of Austin financial software systems: AIMS, eCOMBs, eCAPRIS, and MicroStrategy or similar financial software systems.
(Open Ended Question)
* Briefly describe your purchasing and/or accounts payable experience in a utility, government, or non-profit organization or related and the complexity of the procedures.
(Open Ended Question)
* Describe your purchasing and contract experience, including writing contract specifications/Scope of Work Specifications.
(Open Ended Question)
* How many years of experience do you have developing and drafting new contracts and/or extending renewal options and writing amendments for existing contracts?

• 0 Years
• 1-3 Years
• 4-7 Years
• 8 or More Years

* How many years of experience do you have in contract compliance and/or contract monitoring?

• No experience
• Less than 1 year experience
• More than 1 but less than 3 years experience
• More than 3 but less than 5 years experience
• More than 5 but less than 7 years experience
• More than 7 but less than 10 years experience
• More than 10 years experience

* Please describe your experience with monitoring and/or auditing contracts for compliance.
(Open Ended Question)
* Which of the following best describes your proficiency with Microsoft Office Suite, specifically with Word, Excel, PowerPoint and Outlook?

• No experience
• Basic: create/edit simple documents, spreadsheets, emails, & simple presentations
• Intermediate: create/edit a variety of documents & spreadsheets; reformat document features such as color, font style and size of text, change page size/width, & filter/sort data fields create a variety of presentations, & reformat individual slides
• Advanced: create/edit complex documents, spreadsheets, presentations; integrate features such as tables, charts, mathematic formulas, hyperlinks, graphics; data/mail merge, import data from one document to another create/edit complex, professional-quality

* Please describe your experience negotiating and managing comprehensive contracts with short term and long term/ multi-year partners, vendors or contractors.
(Open Ended Question)
* This position requires strong interpersonal and verbal communication skills. Please describe how you have used these skills extensively in your current or past work experience.
(Open Ended Question)
* My job application is detailed and complete, and I understand that if I am selected as the top candidate for this particular job, my salary will be determined based on the experience submitted on my job application.

• Yes
• No

Optional & Required Documents

Required Documents Cover Letter Resume Optional Documents