City of Tucson

The IT Contract Specialist helps to define policies and processes for procuring IT assets in a disciplined and predictable manner to meet the City’s business objectives. This position is responsible for all aspects of Information Technology asset purchasing including: purchasing assets such as hardware and software from existing contracts, documenting purchases in the IT asset management database, assisting in the development of vendor contract terms and conditions, and technical contract management.  This job requires strong organizational skills and the ability to adapt to rapid changes within the industry.

Conducts market research by studying market trends; completes comparative analysis of products; keeps departments and staff apprised of new products, availability, prices, and advantages of currently used products; researches hardware and software solutions to address unique needs of departments; performs needs analysis.  

Maintains and develops vendor relationships.  

Supports the establishment and maintenance of contracts and purchase orders; drafts request memos; develops detailed, technical specifications or scopes of work; creates draft solicitations and Procurement system requisitions and issues purchase orders against existing contracts.  

Processes requests for informal quotes; requests quotes from contractors through an existing contract; creates change orders; manages purchase orders, renewal contracts, expiration contracts, and new solicitation contracts; manages federal requirements/regulations both pre- and post-award.  

Monitors and tracks funding and expenditures; maintains and processes asset purchasing records, receipts, and invoices in accordance with City’s Information Technology Asset Management program standards; runs reports; determines cost savings; works with departments to provide documentation of purchases.  

Tracks available software licenses to ensure the City is getting full use of software purchased and remains in compliance with license agreements.  

Oversees and facilitates Small Business Enterprise (SBE) and Disadvantaged Business Enterprise (DBE) goals.   Works to develop and maintain IT asset request and approval, selection, and redeployment processes.  

Analyzes business processes using a structured approach.   Communicates clearly, both verbally and in writing, to both technical and non-technical audiences to inform the user community, management, and peers of the work being accomplished.  

Works with other team members to determine which products are included in the hardware and software catalogs.   Reviews End User License Agreements (EULAs) to determine whether or not the City can use a free version of a software or must pay for a commercial version.  

Participates in defining processes for acquisition of IT assets in the most cost effective and productive manner.   Places orders for IT assets from approved contracted vendors.  

Oversees and administers contracts to include monitoring performance to ensure contract deliverables are received; authorizes payments; oversees invoicing and final contract close out; maintains chain-of-custody until IT assets are transferred to appropriate staff.  

 Ensures hardware and software purchases align with City standards and in accordance with approved policies and procedures.  

Collaborates with internal business partners to forecast needs, discuss purchases, and assess product needs.  Analyzes needs to determine potential savings, improve product quality, and maintain overall cost competitiveness of hardware, software, and service.  

Conducts and facilitates a variety of meetings (kick-off, reporting, vendor performance issues, etc.).  Performs p-card reconciliation and understands and follows City purchase order and p-card policies and procedures.

Education:          Bachelor’s Degree

Experience:       At least 1 year  in procuring information technology hardware and software systems based on industry best practices

None

FLSA Status: Exempt

Occupational Group Code: 09

Occupation Group Description: Purchasing and Supply

EEO Job Category Code: B

EEO Job Category Description: Professionals

Organizational Level: First Level Employee

NCCI: 8810

Bargaining Unit: CWA

The following information pertains to driving requirements for this classification with the City of Tucson. Under "Driving Level" None, Secondary or Primary, refers to the driving responsibility as it relates to the essential functions of the classification. License Type, is just that, the type of Arizona Driving License required for the classification. If the position requires a Commercial Drivers License (CDL), the endorsements will be listed under "Endorsements." Under Safety Sensitive a "Yes" means employees with this classification are subject to pre-employment and random drug testing. License Type A,B,C,D,or M may require the use of personal or City vehicles on City business. Individuals must be physically capable of operating the vehicles safely, possess a valid license and have an acceptable driving record. Use of a personal vehicle for City business will be prohibited if the employee is not authorized to drive a City vehicle or if the employee does not have personal insurance coverage. Exceptions to classification driving requirement's may exist based on position.

Driving Level: Secondary

License Type: Valid and Unrestricted Class D - Driver

CDL Endorsements: None

Safety Sensitive: No

This description is not intended to limit or in any way modify the right of management to assign, direct and control the work of employees under supervision. The listing of duties and responsibilities shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty. They are intended to describe the general nature and level of work being performed by individuals assigned to this position.