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Texas Emergency Services Retirement System · 5 hours ago

Contract Specialist III

Austin, TX

Full-time, Contract

Hybrid

Mid, Senior Level

$51K/yr - $66K/yr

2+ years exp

Texas Emergency Services Retirement System (TESRS) is the defined benefit public pension plan for Texas volunteer firefighters and other volunteer emergency services personnel. The Contract Specialist III is responsible for performing complex contract management work, including developing and evaluating contracts, managing procurement processes, and ensuring compliance with legal and regulatory requirements.

Government Administration

Responsibilities

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

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 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

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

Qualification

Contract managementPurchasing experienceProperty managementTexas public information actMicrosoft Office ExcelMicrosoft Office WordState accounting systemsCertified Texas Contract ManagerCommunication skillsProblem-solving skillsTeamworkDecision-making skills

Required

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

Minimum of two (2) years' experience in open records and property management

State of Texas online accounting systems experience (CAPPS & USAS) is preferred

Certified Texas Contract Manager (CTCM) and Certified Texas Contract Developer (CTCD) required or must be obtained within six months