Summary of Duties: Under the general supervision of the Procurement Manager, this position manages, coordinates, and oversees proactive contract planning in collaboration with Purchasing and Township departments. The role provides contract administration, including contract review, interpretation, implementation, and oversight, Additionally, this position provides administrative and customer service support all departments in the Township, contractors, and vendors.
Essential Duties and Responsibilities:
- Provides contract oversight, review, interpretation, and implementation. Works with Procurement Manager to clarify contractual interpretation when necessary and documents potential improvements, changes and modifications that would benefit the Township in future contracts.
- Manages, coordinates, and supervises contracts for compliance.
- Prepares and analyzes reports on contract status and obligations.
- Works with staff to identify and address potential issues with contracts and amendments.
- Administers contract workflows.
- Actively records, tracks, and monitors contracts, contract terms and termination, and insurance provisions.
- Ensures that fully executed contracts are returned and saved in the Township’s document imaging system.
- Ensures that all bids and documentation are returned and saved in the Township’s document imaging systems
- Leads special projects at the request of the Procurement Manager, to include researching, compiling, and analyzing information, preparing reports, identifying alternatives, and making and justifying recommendations.
- Responsible for the accuracy and completeness of any materials provided. May prepare, write, proofread, and edit materials for accuracy, completeness, compliance with policies, correct formatting, and correct grammar, punctuation, and spelling.
- Frequently exercises tact, discretion, and independent judgement, knowledge of Township activities, and the ability to conduct independent projects.
- Provides recommendations to the Procurement Manager for new or revised policies, procedures, and programs to meet department goals and provides oversight for the Procurement program relating to contract management and retention.
- Responds to Public Information Requests, when needed.
- Communicates effectively and maintains effective working relationships with peers, supervisors, and internal and external customers.
- Frequently demonstrates knowledge of applicable laws, rules, regulations and Township policies and procedures.
- Performs tasks independently from brief instructions.
- Organizes work, coordinates projects, sets priorities, meets critical deadlines, and follows up on assignments with minimal direction.
- Directs the work of others and train others in work procedures. Makes process improvement changes to streamline procedures.
- Performs other duties as assigned.
Supervisory Responsibilities: This position has no direct supervisory responsibility of others. Regularly provides direction and guidance to staff relating to contracts.
QualificationsMinimum Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education: Bachelor’s Degree from an accredited college or university with major course work in Public Administration, Business Administration, Accounting, Finance or related field; or equivalent combination of education and experience.
Experience: Three (3) years of related experience required. Four (4) years of increasingly responsible experience in public or business administration, contract management or related field preferred.
Knowledge of: Texas Open Meetings Act and the Texas Public Information Act and requirements for records retention set out in state law is preferred.
Licenses and Certifications:
- Must possess a Texas driver’s license within the first ninety (90) days of employment and meet the driver safety policy requirements.
Computer Skills: Document Imaging Software Laserfiche, and Tyler EERP is preferred. Proficient in Microsoft Office, particularly Microsoft Excel, Word and Teams.
The Woodlands Township is an Equal Opportunity Employer and values diversity at all levels of its workforce.
Skills Required
- Bachelor’s degree from an accredited college or university in Public Administration, Business Administration, Accounting, Finance, or a related field, or an equivalent combination of education and experience.
- Three years of related experience.
- Texas driver’s license within the first 90 days of employment and compliance with the driver safety policy.
- Four years of increasingly responsible experience in public or business administration, contract management, or a related field.
- Knowledge of the Texas Open Meetings Act, Texas Public Information Act, and state records-retention requirements.
- Proficiency in Microsoft Office, particularly Excel, Word, and Teams.
- Experience with Laserfiche document imaging software and Tyler EERP.
What We Do
The Woodlands Township is a local governmental special-purpose district serving The Woodlands, Texas. Formed in 2010 through the merger of the Community Associations of The Woodlands and the Town Center Improvement District, it provides fire protection, environmental services, parks and recreation, transportation, neighborhood and community services, and other public amenities. The Township is funded primarily by property, sales, and hotel occupancy taxes.
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