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.
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
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.
Licenses or Certifications:
Class C Driver’s License, if required for the position.
Equipment Operator’s License, if required for the position.
Note to Applicants:
A detailed and complete job application is REQUIRED and helps us to better evaluate your qualifications. In completing your job application, please be sure to provide a COMPLETE employment history regarding any and all relevant work experience that you would like for us to consider. Please be thorough in completing the employment application and list all experience and education that is relevant to this position. For each position, please describe your specific experience as it relates to the minimum and preferred qualifications. This information will also be used to determine salary in the event that you are selected for this position. You will not be given the opportunity to provide additional work experience once you complete and submit your job application. Furthermore, if selected as the top candidate, you will not be permitted to present additional work experience for salary calculation purposes. When completing the Supplemental Questions, please note that your answers to the supplemental questions must be supported by information contained in your application. Driving is considered an essential function of this position, and a valid Texas driver license and current driving record that meets the requirements of the City of Austin Driver Safety Program are required. This position may require a skills assessment. Please note that position’s location and/or schedule is subject to change based upon business needs. Applicants are encouraged to apply as soon as possible. The department reserves the right to close the posting after 7 calendar days.
) Minimum 1 year experience purchasing automotive goods and/or automotive services for a government entity or a large Fleet operation; 2) Minimum 1 year experience managing contracts related to automotive goods and/or automotive services for a government entity or a large Fleet operation; 3) Minimum 1 year experience in government purchasing; 4) Experience using Microsoft Office Suite, specifically with Word and Excel; 5) Minimum 1 year sourcing goods and services related to a government entity or large automotive fleet operation.
Internal Number: COA077849
About City of Austin Fleet Services Department
The City of Austin Fleet Services Department is responsible for the acquisition, disposal, maintenance, and fueling of over 6,000 vehicles and pieces of equipment for the City of Austin.
Types of vehicles range from police patrol cars, through heavy-duty trucks, off-road equipment and fire apparatus. In addition, the Department oversees the rental of vehicles and equipment for its various customer departments.
The department also dispenses gasoline and diesel fuels, as well as alternative fuels at over 40 selected sites.
There are 220 employees in the Fleet Services Department. Over 100 are vehicle technicians working in 7 different service centers in the Austin area. Each of the maintenance shops has a Parts Room with staff assigned. In addition, our facilities include a Tire Shop, a Rental Pool, Auction, a make Ready Facility and our Department Headquarters which includes our Fleet Operations Support Team, HR , Finance, Contracts, and Admin.