Contract Management Specialist II (Vehicle & Equipment Specifications, Fleet Mobility Services)

About This Position

 

At the Austin Fleet Mobility Department, we’re proud to play a vital role in keeping our city moving forward. Managing more than 7,800 vehicles across 25 departments—including Fire, Police, EMS, Austin Energy, and Austin Water—we support the essential services that make Austin thrive, focusing on innovation, sustainability, and efficiency.

 

Job Description:

Purpose:

Under general supervision, performs contract compliance activities for assigned contracts or 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.

• Performs spot buying by placing orders off of existing contracts and by soliciting and awarding informal quotes (per Central Purchasing policy limitations).

• Prepares for bid process by gathering contract requirements from designated departmental liaisons, deciding appropriate commodities or scope of work to include on a contract bid, recommending and preparing effective supplemental terms and conditions, specifications and drafting purchase documents for bid.

• 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 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, and resolving contractual issues.

• Prepares 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.

• Monitors 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 and/or coordinates 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.
   

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 contract law, contracting practices regulations, policies and techniques.

• Knowledge of 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 contractor performance.

• Ability to establish and maintain good working relationships with other city employees and the public.

• Ability to write specific terms or conditions for contracts.

• Ability to resolve non-complex contractual problems.

• Ability to work with frequent interruptions and changes in priorities

Minimum Qualifications:

• Graduation with a Bachelor’s degree from an accredited college or university with major coursework in Business Administration, Public Administration or other relevant field, plus two (2) years of related experience.

• Experience may substitute for the education up to the maximum of four (4) years.
   

PREFERRED QUALIFICATIONS:

• Experience conducting procurement transactions using competitive solicitation methods such as Request for Quotation (RFQ) and Invitation for Bid (IFB).

• Experience working within a government, municipal, or Fleet operations environment, with demonstrated knowledge of public sector processes and operational requirements.

• Experience developing, administering, and monitoring contracts to ensure compliance with local, state, and/or federal regulations, policies, and procedures. 

• Demonstrated experience researching, analyzing, and responding to inquiries from executive leadership, internal customers, vendors, and contractors, including the ability to clearly communicate findings and recommendations. 

• Intermediate proficiency with the Microsoft Office Suite, particularly Microsoft Word and Excel, with the ability to prepare reports, analyze data, and maintain accurate documentation. 

• Ability and willingness to travel to multiple work locations as required to support operational and business needs.

 

Notes to Candidate:

NOTE: Cover letters and resumes are not being accepted for this position.

Pay Range: $58,460 - $74,270

Schedule: 

DAYS AND HOURS:

Monday - Friday

7:00 a.m. - 4:00 p.m.

Please note that position's location and/or schedule is subject to change based upon operational needs.

Location:  2400 Grove Blvd., Austin, TX

Applicants are expected to follow all directions as listed in this job posting.

This position performs strategic sourcing activities that include leveraging existing contracts, procurement best practices and vendor community to forecast, plan and meet the quality, supply, service, innovation, regulatory compliance and total cost of ownership goals of the City's fleet. The position supports the department by meeting with various City departments to help plan and budget future fleet vehicle and equipment needs; consulting with department fleet liaisons and equipment operators to make purchasing decisions based on specific price/performance requirements; and creating specifications and assisting with issuing solicitations and/or utilizing corporate purchasing contracts to make the final purchase.

Employment Application:

• The City of Austin employment application is an official document; incomplete applications will not be considered.
• Please be sure to detail on the application all current and previous employment, including all current and previous City of Austin employment.
• The Employment Record should be complete with job titles, employment dates, and specific job duties, functions, and responsibilities for each position held. Note that this information will be reviewed to identify how you meet minimum and preferred qualifications.
• 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. 
• Do not leave the “Duties and Responsibilities” sections blank. These will be considered incomplete applications.
• For each position, please describe your specific experience as it relates to the minimum and preferred qualifications.
• If you are selected as the top candidate, starting salary will be based on overall relevant experience from your application.
• When completing Supplemental Questions, please note your answers to the supplemental questions must be supported by the information contained in your application.
• Once the job posting has closed, applications cannot be changed; you will not be given the opportunity to provide additional work experience once you complete and submit your job application.

Additional Information:

• Verification of your education (which may include high school graduation or GED, undergraduate and/or graduate degrees) is required. You must provide proof of education from an accredited organization or institution. You must also provide proof of your professional licenses or certifications.
• 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 references in the application with correct contact information. 
• If you are in the military or are a military veteran, you will need to provide a copy of the Member 4 page of your DD-214 prior to confirming a start date.
• More than one round of interviews may be required.
• Applicants are encouraged to apply as soon as possible. The department reserves the right to close the posting after 7 calendar days.
• Cover letters and resumes are not being accepted for this position.

Skills Assessment:
A skills assessment(s) may be required as part of the recruitment process.

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.

Secondary Employment:

• All Austin Fleet Mobility Services 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.
• Austin Fleet Mobility Services must review all secondary employment.
• Employees are required to submit a Secondary Employment Application

Important Note to Applicants:

​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. This posting can close at any time after 7 days. We also recommend that you save or print a copy of the job posting for your records. Once a posting has closed, it will no longer be viewable in the system.

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 top candidate from the same candidate pool or advertise for the new position.

To view the City of Austin Recruitment Video, please click here!

To view Fleet Mobility Services Recruiting Information, please click here!

Benefits:

Working with the City of Austin provides a number of benefits including medical, paid leave time, a great retirement plan, training opportunities and more! Click HERE for more information.

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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 – that anchor our delivery of 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.

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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.