IT Contract Specialist

IT Software Asset Manager

Recruitment #2307-0746-001

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Introduction


The City of Tucson is seeking an IT Software Asset Manager (SAM). Serving as a member of the IT Asset Management (ITAM) team, the Software Asset Manager will be responsible for managing all software licensing assets throughout the asset’s life cycle.  This position will be responsible in collaboration with other IT Leadership for identifying and eliminating unused software, consolidating software licenses, and creating policy and procedure for the effective procurement, deployment, recovery, and disposal of all software assets. In addition, this position will ensure the City is audit ready and represent the Information Technology Department (ITD) during all software audits. As a contract specialist the SAM will assist in the definition of policies and processes for procuring IT assets in a disciplined and predictable manner to meet the City’s business objectives. This job requires strong organizational skills, detailed understanding of software licensing, excellent documentation, communication and collaborations skills and the ability to adapt to rapid changes within the industry.

What you’ll do

  • Analyze large volume of software entitlement and deployment data to ensure cost effective use of software and maximized return on tool licensing investments
  • Build and manage licensing models and optimize our license usage based on key license drivers
  • Evaluate licensing options (e.g., types, on/off prem, enterprise, license hosting, SaaS/owned, etc.) and terms and conditions, and provide recommendations
  • Partner with procurement in negotiating enterprise agreements (along with external partners, in cases of shared contract negotiation)
  • Report on external spend with suppliers of technology software services, tracking financial spend and projections with finance partner and ITAM team to ensure spend within budget and consistent focus on cost reductions
  • Maintain software standards, validated product lists, and maintenance contracts within the asset management database, working with cybersecurity, ITAM and EUC to identify and remove unauthorized or unlicensed software
  • Coordinate software license and maintenance agreement reviews and renewals
  • Manage life cycle of software assets from identification, requisition ordering, inventory, installation, maintenance to disposal
  • Identify, document, and report license compliance issues and recommend solutions to resolve issues
  • Oversee external and internal software audits, providing reports of asset management audit results and upon approval, implement asset management remediation plan for asset management deficiencies
  • Provide inquiry and reporting access into the asset management system for all assets and input, maintain, update, track, and report on all software assets throughout the asset life cycle
  • Maintain the accuracy of the software data in the Asset Management System
  • Develop software license management strategies across various functions and business units, in collaboration with management and stakeholders
  • Establish standards and controls for new tool evaluation and introduction into environment (especially FOSS and other self-serve solutions), in partnership with ITAM and Cybersecurity
  • Ensure capture & recording of any software tools provided through federal grants (ensuring finance reporting of value associated with tools provided free to us through such grants)

What we're looking for

  • At least two years of experience managing software assets in a large corporate/government setting.
  • Experience building and maintaining software asset data using modern asset-management tools.
  • Certified Software Asset Manager (CSAM) or similar (CSM/ASM/ESM/CSLN) through IAITAM or LicenseLogic Experience understanding and negotiating contract terms and conditions
  • Experience creating workflows, checklists, policy and procedure.
  • Lean 6 Sigma would be a plus

City-Wide Benefits

The City of Tucson offers a wide range of generous benefits for eligible employees. Some of those benefits include:

  • Medical: Choice between a high deductible plan (HSA or HRA), or Network plan. 
  • Dental: Choice between a national dental PPO and a local dental HMO. 
  • Vision: Coverage for annual eye exam and glasses or contacts, plus LASIK. 
  • Life: City-paid coverage for you & dependents, plus option to buy more. 
  • Long-Term Disability: Income replacement of up to 60% of your base salary in the event of a qualifying disability. 
  • Employee Assistance Program: Enhance your wellbeing when life doesn’t go as planned. 
  • Flexible Spending: Pay for qualified health and dependent care expenses using pretax dollars. 
  • Colonial Voluntary Benefits: Financial help in the event of cancer, hospitalization, accident, more.

Your Security and Future

  • Pension: Generous pension plans that help employees retire more comfortably. 
  • Deferred Compensation: Save more toward a comfortable retirement with a 457(b) plan. 
  • Training & Tuition Assistance: Pursue your dream through internal training or financial help toward a degree. 
  • Back-Up Care: Care for your loved ones when your regular care is unavailable. 

Your Peace of Mind

  • Paid Parental Leave: Six (6) weeks paid leave when you welcome a child, plus other generous leave policies for FML, Medical and USERRA. 
  • Paid Time Away: New hires enjoy 37 days of paid time off in the first year, with time increasing steadily thereafter (In year one: 13 accrued days of vacation, 13 accrued days of sick leave, and 11 paid holidays). 
  • Employee Discounts: Generous discounts, ranging from car rentals to computers, gifts to groceries, electronics to entertainment. 
  • Social Connectedness: Forge connections with the community we serve through paid volunteerism and payroll-deducted charitable giving.
For a full description of benefits offered to eligible employees, or to inquire further about the City of Tucson's benefits options, please visit: https://www.tucsonaz.gov/hr/employee-benefit-snapshot

Essential Functions

  • 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; research 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.

Minimum Qualifications

  • Education: Bachelor’s degree
  • Experience: At least 1 year in procuring information technology hardware and software systems based on industry best practices

Selection Plan

PLEASE NOTE: Resumes AND Cover Letters must be uploaded as a PDF or Word document to be considered. Failure to upload your Resume AND Cover Letter as ONE Document in the application will be considered an incomplete application.

Please ensure your application contains the required materials prior to submission. 

Applicants who meet the minimum qualifications will be evaluated on the education and work experience in their employment profile and the responses to their supplemental questions. The highest scoring applicants will be invited to participate in a virtual oral board interview.

Virtual Oral board interviews will be held the week of September 11, 2023, via Microsoft Teams

Upon completion of all examination processes, the highest scoring applicants will be placed on the Civil Service Employment List.  An applicant's ranking on the Civil Service list will be based on their final score which will be calculated as:      

  • 10% of your training and experience
  • 90% of your rating for oral board

This recruitment will establish a civil service list that will be utilized to fill vacancies occurring within the next 6 months.

Veterans, Native American, or Disability preference points will be added to the final score for those that are placed on the Civil Service Employment List.  If you qualify for preference points as outlined in the Employment Profile, you must provide a copy to the HR facilitator prior to your Oral Board interview.  The DD 214 must be a copy that indicates characterization of service.  

If you need Americans with Disabilities Act-related accommodation during the testing process, please email Diane.Webster@tucsonaz.gov at least 48 hours prior to the evaluation.

Conclusion

You are encouraged to print this bulletin because it contains important dates and information that will not be available online once this position closes. Communications throughout this process will be sent via email exclusively so please ensure your browser accepts emails from jobs@tucsonaz.gov and check your email account regularly; this may include your junk box/spam filter. Failure to respond or follow instructions will result in disqualification.  

Pre-employment Medical Testing Requirements

None

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To ensure accurate payroll information for tax purposes, the successful candidate will need to provide their original Social Security Card or original letter from the Social Security Administration with their social security number prior to beginning work with the City of Tucson.

The City of Tucson hires lawful workers only - US citizens or nationals and non-citizens with valid work authorization - without discrimination. Federal immigration laws require all employers to verify both the identity and employment eligibility of all persons hired to work in the United States. In its efforts to meet the law's requirements, the City of Tucson participates in the E-Verify program established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to aid employers in verifying the eligibility of workers.

Retired City of Tucson employees receiving benefits from the Tucson Supplemental Retirement System who are considering reemployment with the City should be aware that pursuant to Section 22-37(g) of the Tucson City Code, retirement benefits shall be suspended during the period of reemployment with the City of Tucson unless you have been separated at least twelve consecutive months before returning to work AND you return to a non-permanent employment classification. Creditable service does not accrue during any reemployment period.