TESRS - Contract Specialist III

Texas Emergency Services Retirement System (TESRS)

Contract Specialist III

ABOUT TESRS’S OFFICE

The Texas Emergency Services Retirement System (TESRS) is the defined benefit public pension plan for Texas volunteer firefighters and other volunteer emergency services personnel.

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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.

This position is responsible for the following 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 scorings;
• Coordinates the risk assessment process for contract monitoring and planning;
• Prepares contract documents, obtains signature approval and final execution of the contract;
• Ensures the Historically Underutilized Business (HUB) program is utilized to award contracts to eligible HUB businesses to meet the statewide HUB goals in the applicable categories;
• Develops bid evaluation scoring instruments;
• Conducts needs assessments to determine requirements for the purchase of goods or services;
• Monitors 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 occur;
• Monitors legal and regulatory requirements pertaining to contracting;
• Evaluates expenditure data and makes projections to ensure appropriate use of funds. Negotiates contracts, contract renewals, and amendments;
• Makes recommendations to change solicitation, contract boilerplate, and other contract-related documents;
• Provides guidance to internal and external stakeholders regarding contract administration, policies, and procedures;
• Resolves audit exceptions by defining causes of errors and recommending appropriate dispositions;
• Develops contract administration policies and procedures.

Purchaser:

• Orders merchandise, supplies, and equipment using guidelines, rules, policies, and laws;
• Compiles and maintains a qualified bidders list;
• Prepares and reviews bids and purchase orders to verify accuracy, terminology, and specifications;
• Prepares and distributes bid invitations to vendors;
• Reviews and tabulates bids and orders to determine lowest and best bids or bids that provide the best value;
• Tracks the status of requisitions and purchase orders;
• Processes purchase orders and other purchasing documents and enters information into state and/or agency purchasing systems;
• Processes receipts of purchases;
• Audits invoices to check for accuracy, receipt of material, and compliance with purchase orders;
• Maintains purchasing and procurement reports, records, and files.

Public Information Officer:

• Public Information Request Management
• Records Review and Redaction;
• Compliance and Documentation;
• Agency Coordination;
• Confidentiality and Risk Management;
• Identify and mitigate risks related to data privacy and legal exposure.

Property Manager

• Coordinate maintenance, repairs, and janitorial services such as submitting work order requests and completing reports;
• Transfers of property and annual inventory report;
• Ensure compliance with state property management laws and TFC guidelines;
• Maintain accurate property records, including inventory and asset tracking;
• Submit required reports to oversight agencies (e.g., space utilization, maintenance logs);
• Serve as liaison between the agency and;
• Coordinate space planning and relocation efforts for agency staff.

WORK HOURS

Eight-hour work schedule between 8:00 a.m. to 5:00 p.m., 40-hour week, Monday – Friday 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, Skills, and Abilities

Knowledge of:

• state procurement and contract management requirements, regulations, and best practices; of negotiating contracts; of developing contracts; of business administration and accounting principles and practices; and of 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;
• effectively conveying information and encouraging an exchange of ideas;
• identifying, defining and solving problems;
• use sound decision-making and judgment skills and appropriately apply and interpret existing law, rules, policies and procedures;
• maintain accurate records;
• work well independently, and as a member of a team;
• communicate clearly;
• prioritize and manage multiple tasks;
• problem solve;

Ability to:

• evaluate contracts and recommend future status;
• interpret policies, procedures, and regulations;
• evaluate fiscal data for reasonableness, necessity, and conformity with contract requirements;
• write and edit contract requirements and specifications; to negotiate features of a contract; and to communicate effectively; work with others to achieve a common goal;
• adjust to changing workplace demands;
• meet the needs and expectations of internal and external customers;
• effectively demonstrate skill and ability to perform the specific job duties and tasks as defined by a job description;
• be dependable, meet deadlines and produce high-quality work;
• perform arithmetical computations;
• evaluate bids;
• develop methods and procedures for locating supply sources;
• maintain a system of recordkeeping;
• maintain effective working relationships with vendors and suppliers;
• communicate effectively;
• be patient and courtesy.

SUMMARY OF PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position requires the incumbent to primarily perform sedentary office work; however, mobility (standing and walking) is routinely required to carry out some duties. It requires extensive computer, telephone and client/customer contact. It requires the ability to bend, stoop, kneel, and reach as needed for filing and similar routine office duties. The job also requires normal cognitive abilities requiring the ability to learn, recall, and apply certain practices and policies. It requires the stamina to maintain attention to detail despite interruptions. Marginal or corrected visual and auditory requirements are required for reading printed materials and computer screens and communicating with internal and external customers. May involve moving up to 25 lbs of office equipment/material. Limited travel required for this position.

MILITARY’S PREFERENCE:

To receive veteran's preference a copy of your DD214 (Member 4) is required.

Veterans, Reservist or Guardsmen with an MOS or additional duties that fall within the essential duties of the job position or other related fields pertaining to the minimum experience requirements may meet the minimum qualifications. All active duty, reservists, guardsmen, and veterans are encouraged to apply if they meet the qualifications for this position.

If selected for the position the following must be provided for proof of military’ preference:

• Veteran must provide form DD 214
• Surviving Spouse or Orphan must provide DD 1300 or DD 214.

Military Occupational Specialty (MOS) codes that may correspond to the state classification title for this position are listed on the State Auditor’s Office Job Descriptions; click on the occupational category for the position. Additional MOS can be found at the State Auditor’s Office Military Crosswalk Guide. The Texas Veterans Commission provides helpful employment information Go to: http://www.texasskillstowork.com, http://www.onetonline.org, https://hr.sao.texas.gov/CompensationSystem/JobDescriptions/ or www.careeronestop.org for assistance translating your military experience and training courses into civilian job terms, qualifications/requirements and skill sets.

APPLICATIONS SUBMITTED THROUGH WORK IN TEXAS:

Work in Texas (WIT) applicants must complete the supplemental questions be considered for the posting. To complete the supplemental questions please go to CAPPS Recruit to register or login and access your profile.

PLEASE NOTE: All applications must contain complete job histories, which includes job title, dates of employment (month/year) and hours worked per week, name of employer, supervisor's name and phone number and a description of duties performed. If this information is not submitted, your application will be considered incomplete. Applications with “See attached" or "See resume" will not be accepted in lieu of a completed application. Omission of data can be the basis for disqualification; you may state ‘unknown’ for any incomplete fields.

The TESRS Office is proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity.