Under general supervision, prepares and administers contracts and agreements for the department and administers the process to prepare and submit items to City Council and/or Council Committee meetings. Responsible for specialized and complex procedural and administrative functions related to the management of term contracts and related purchases.

1.Coordinate and administer all aspects of the municipal bidding process relative to Street Maintenance CIP projects, including developing the bid schedule, preparing contract specifications for use by contractors in submitting bids, sending out bid notifications, preparing and publishing addendums as needed, preparing bid tabulations, scheduling and facilitating pre-bid and related meetings, creating public communication and project advertising, generating correspondences, receiving bid documents, and verifying contractor compliance with bid document requirements.
2. Receive and review submitted contract documents for completeness using approved checklists and verifying contractor information on the Texas Department of Insurance, Texas Comptroller, and Bureau of Fiscal Services websites and coordinating with contractor to correct any discrepancies.
3. Administer the process to renew annual requirements contracts and negotiate pricing in accordance with contract terms using the U.S. Bureau of Labor Statistics’ Consumer Price Index information.
4. Perform complex administrative functions related to the administration and management of contracts: Create project records in project and financial management systems; complete all processes necessary to create, modify, or close project budgets; generate and modify purchase orders as needed in compliance with financial policies and procedures; review and process invoices in compliance with financial policies and procedures prior to payment; develop and maintain contract expenditure reports for use by management; and frequently communicate contract progress with management and other related personnel.
5. Administer the process to prepare and submit items City Council and/or Council Committee meetings: Facilitate the review and submission of all documents as required by City and departmental policies, coordinate with various city departments to ensure accuracy of information, submit department staff reports and supplementary documents to Granicus Peak 6. Agenda software, and prepare and maintain staff report binder for executive staff and communicate changes as needed.
7. Answer questions requiring a thorough knowledge of city and departmental policies and procedures relative to procurement.
8. Coordinate with City Secretary’s Office, City Attorney’s Office, Office of Procurement, and Office of Business Diversity to verify compliance with policies and procedures related to contracts and procurement.
9. Document, maintain, and update templates for staff reports, contract expenditure reports, and other documents pertaining to contracts.
10. Develop and maintain standard operating procedures relative to the processes performed in the position.
11. Develop contracting solutions that address internal challenges and opportunities, such as risk, grant requirements, interlocal agreements, and cooperative procurements.
OTHER JOB FUNCTIONS:
12. Work with other city departments to ensure department processes and contracts contain the most up-to-date language.
13. Research and determine resolutions to issues with purchase orders and other procurement methods.
14. Perform other duties as needed or assigned.

• Knowledge of public sector purchasing and contracting practices.
• Ability to communicate effectively, both verbally and in writing.
• Ability to comprehend and make inferences from complex written material.
• Ability to effectively search for and maintain a variety of specialized records using both computerized and physical filing systems.
• Ability to make ethical decisions when determining the best business practices for the City in the realm of contracting with vendors and bidding City jobs.
• Ability to make mathematical calculations and draw logical conclusions.
• Ability to use discretion and independent judgment using knowledge of the organization’s policies, procedures, and practices.
• Excellent time management, planning, and organization skills; ability to set and adhere to timelines and deadlines.
• Skill in analyzing and evaluating policies, procedures, and services to develop recommendations for improvement. • Skill in collecting, organizing, and analyzing statistical data.
• Skill in establishing rapport with and eliciting cooperation from others.
• Skill in preparing and proofreading professional level reports, memoranda, letters, etc.
• Skill in using various personal computer software applications including, but not limited to, word processing, presentations, graphics, and spreadsheets

Two years of coursework at an accredited college or university in Public or Business Administration, Finance, and/or Accounting. • Minimum of two (2) years progressive responsibility and relevant professional experience. • Any equivalent combination of education and experience. • Experience in municipal government is preferred.

Offer of Employment is conditional upon satisfactory completion of a Criminal History Check.