Special Districts Coordinator

Contract Management Specialist

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This position is responsible for enhancing the City's contract management that will enable the City Manager's Office to support departments in tracking various types of agreements to ensure obligations and terms are fulfilled in a timely manner. This position requires someone who enjoys studying technical documents, sorting data, creating spreadsheets, working in database(s), participating on teams, interacting with customers, and is comfortable with meeting deadlines. This position will report to and support the Special Districts Program Manager, perform a variety of project management and specialized professional level administrative support tasks. This position requires a high degree of independent judgment, critical thinking, and a thorough knowledge of City functions, policies, and procedures. This position coordinates with various departments on a regular basis.

Applicants are required to attach a resume and cover letter.

ESSENTIAL FUNCTIONS :

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following :

• Consistently models the City's values of Trust, Communication, Teamwork, Professionalism, and Work / Life Balance while ensuring compliance with the City's Standards of Conduct Policies and Procedures.
• Provides professional-level support to the Special District Program Manager in preparation and coordination of various reports and policies.
• Performs project management duties for the Special District Program Manager, including project planning, scheduling, research, data collection, and report preparation.
• Serves as liaison among city staff and departments, city attorney's office, city consultants, and developers / applicants to monitor agreement requirements and ensure compliance.
• Independently organizes and prioritizes multiple assignments and projects using effective time management.
• Coordinates with Purchasing to request yearly POs, update Task Orders, and renew contracts, ensuring compliance with policies.
• Develops and maintains a contract database, updates the status of agreements, and monitors compliance with contract terms.
• Prepares and monitors PID budgets and requests reimbursement from the developer when necessary.
• Prepares and maintains City Certificates for PIDs as instructed by the City's PID Administrator.
• Coordinates with Accounts Payable Department to process invoices from PID Administrator for payment.
• Files and organizes PID bond reports.
• Coordinates with PID Administrator to renew yearly Service and Assessment Plan.
• Monitors payments due from developers and coordinates with Accounts Receivable Department to record appropriately.
• Partners with the City Secretary's Office to establish best practices for document retention and contract management in alignment with state regulations
• Serves as liaison for special districts, developers, and departments to monitor development standards and agreement requirements.
• Leads the development agreement coversheets process and works with GIS to maintain the development agreement GIS application.
• Responds to Public Information Requests in accordance with City policy and state law.
• Performs other related duties requiring initiative and professional judgment as assigned.

MINIMUM QUALIFICATIONS :

Education, training, and Experience Guidelines

Bachelor's degree from an accredited college or university. Five (5) years of full-time work experience in an administrative, executive support or project management position OR any combination of experience, education and / or training that provides the required knowledge, skills, and abilities.

Knowledge of :

Skills in :

LICENSES AND CERTIFICATION REQUIREMENTS :

Valid Class "C" Texas driver's license required. Out-of-state license holders must have a valid license and provide a three-year driving history.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT :

Sufficient physical ability to work in an office setting; sit, stand, walk, reach, twist, turn, kneel, bend, squat, and / or stoop for prolonged periods of time; perform duties requiring grasping, repetitive hand movement, and fine coordination; and operate office equipment.

Hiring Range : $53,747.72 - $67,329.60, annually.

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