Contract Specialist III
The Texas Emergency Services Retirement System (TESRS) is the defined benefit public pension plan for Texas volunteer firefighters and other volunteer emergency services personnel.
Physical Work Address :
North Lamar Boulevard Building
4800 N. Lamar Blvd., Suite 320
Austin, Texas 78756
TESRS Offers :
- Flexible work schedule
- Telecommuting options after 6-month probationary period have been successfully completed
- Work-life balance
- Up to 96 hours of accrued vacation per year
- 96 hours of accrued sick leave per year
- 12 holidays + other optional holidays per year
- Paid comprehensive medical insurance for full-time employees; State of Texas pays 50% of the premium costs for dependents
General Description
The Contract Specialist is responsible for performing highly complex (senior-level) contract management work. This role involves developing and evaluating a wide range of contracts, serving as a purchaser, acting as the public information officer, and managing agency property. May supervise the work of others. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment.
Primary Duties
Contract Manager :
Coordinates and facilitates procurement-related meetings such as kick-off and pre-proposal meetings, post-award conferences, team briefings, and evaluation scoringsCoordinates the risk assessment process for contract monitoring and planningPrepares contract documents, obtains signature approval and final execution of the contractEnsures the Historically Underutilized Business (HUB) program is utilized to award contracts to eligible HUB businesses to meet the statewide HUB goals in the applicable categoriesDevelops bid evaluation scoring instrumentsConducts needs assessments to determine requirements for the purchase of goods or servicesMonitors contract performance by examining billings, fiscal data, and eligibility determinations for compliance with terms of contract and policies and recommends cancellation of contracts when deviations occurMonitors legal and regulatory requirements pertaining to contractingEvaluates expenditure data and makes projections to ensure appropriate use of funds. Negotiates contracts, contract renewals, and amendmentsMakes recommendations to change solicitation, contract boilerplate, and other contract-related documentsProvides guidance to internal and external stakeholders regarding contract administration, policies, and proceduresResolves audit exceptions by defining causes of errors and recommending appropriate dispositionsDevelops contract administration policies and proceduresPurchaser :
Orders merchandise, supplies, and equipment using guidelines, rules, policies, and lawsCompiles and maintains a qualified bidders listPrepares and reviews bids and purchase orders to verify accuracy, terminology, and specificationsPrepares and distributes bid invitations to vendorsReviews and tabulates bids and orders to determine lowest and best bids or bids that provide the best valueTracks the status of requisitions and purchase ordersProcesses purchase orders and other purchasing documents and enters information into state and / or agency purchasing systemsProcesses receipts of purchasesAudits invoices to check for accuracy, receipt of material, and compliance with purchase ordersMaintains purchasing and procurement reports, records, and filesPublic Information Officer :
Public Information Request ManagementRecords Review and RedactionCompliance and DocumentationAgency CoordinationConfidentiality and Risk ManagementIdentify and mitigate risks related to data privacy and legal exposureProperty Manager :
Coordinate maintenance, repairs, and janitorial services such as submitting work order requests and completing reportsTransfers of property and annual inventory reportEnsure compliance with state property management laws and TFC guidelinesMaintain accurate property records, including inventory and asset trackingSubmit required reports to oversight agencies (e.g., space utilization, maintenance logs)Serve as liaison between the agency andCoordinate space planning and relocation efforts for agency staffWork Hours
Eight-hour work schedule between 8 : 00 a.m. to 5 : 00 p.m., 40-hour week, MondayFriday with occasional work schedule variance when necessary. Hours may change based on business need.
Performance Evaluation
New employees will be evaluated after six months of employment. The next time new employees will be evaluated is after their first 12 months of employment with that evaluation covering the entire 12-month period.
Qualifications
Minimum Qualifications :
Graduation from an accredited four-year college or university with major coursework in business administration or a related field is generally preferred.Minimum of two (2) years experience in purchasing, contracting or contract management. State purchasing or contracting experience preferred.Minimum of two (2) years experience in open records and property management. State open records or property management experience preferred.State of Texas online accounting systems experience (CAPPS USAS) is preferred.Licenses / Certifications : Certified Texas Contract Manager (CTCM) and Certified Texas Contract Developer (CTCD) required or must be obtained within six months.Preferred Qualifications :
Experience and education may be substituted for one another.Knowledge of : state procurement and contract management requirements, regulations, and best practices; negotiating contracts; developing contracts; business administration and accounting principles and practices; and policies and procedures of contract management.Purchasing and procurement methods and procedures, state procurement principles and practices, assigned commodities and products on the open market, supply sources, and principles of business administration and accounting.Texas public information act, legal research and writing, records management and data analysis.Property management, maintenance coordination, tenant relations, and state-specific regulations.Skills in : Microsoft Office Word (formatting, headers / footers, mail merges, and tables); Microsoft Office Excel (formulas, tables, pivot tables); Microsoft Office Outlook (manage multiple inboxes, archive documents, rule setting); Adobe Acrobat PDF (create and edit PDFs); DocuSign or other form of electronic signature software preferred; analyze, interpret, and clarify legislation, statutes, federal regulations, and assist with the development of contract administrative policies, procedures, rules, and regulations to ensure compliance with agency and governmental regulations.