Texas
Texas Emergency Services Retirement System (TESRS)
Contract Specialist III State Classification: Contract Specialist III (Class Code 1982) B20 Functional Title: Contract Manager Salary Range: $51,158 - $66,255 (Annually)/$4,263.16 - $5,521.25 (Monthly)
Please note that this job posting can be closed without notice and earlier than the closing date indicated in the posting if a suitable candidate is found. We encourage applicants to submit and complete the application promptly.
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.
Click here to see an inside look at the Texas Emergency Services Retirement System office!
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
Con‑ducts 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
Negotiate contracts; develop 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
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; negotiate features of a contract; and 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.
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.
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Contract Specialist III State Classification: Contract Specialist III (Class Code 1982) B20 Functional Title: Contract Manager Salary Range: $51,158 - $66,255 (Annually)/$4,263.16 - $5,521.25 (Monthly)
Please note that this job posting can be closed without notice and earlier than the closing date indicated in the posting if a suitable candidate is found. We encourage applicants to submit and complete the application promptly.
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.
Click here to see an inside look at the Texas Emergency Services Retirement System office!
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
Con‑ducts 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
Negotiate contracts; develop 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
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; negotiate features of a contract; and 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.
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.
#J-18808-Ljbffr