Environmental Services Contract Coordinator

Solid Waste Collection Services Franchise Manager

First review of applications will be on September 7th

Under the direction of the Environmental Services Division manager, administer the solid waste, recycling, and yard waste collection franchise, plus other contracts, grants, and vendors. Conduct contract performance reviews, and resolve customer complaints regarding service. Actively participate in regional solid waste and hazardous waste services planning, as well as inter-city coordination on regional advisory committees. Coordinate grant applications and reporting for grants focused on both solid waste and recycling as well as surface water management.

Manage the solid waste collection services franchise, resolving issues that arise. Track and analyze data and reporting. Analyze periodic rate adjustments. Analyze and refine contractor's implementation of services and contractor's ratepayer communications. Serve as the ratepayers' advocate for services rendered per the City's solid waste franchise. Focus on the expectations for the franchise and on achieving positive outcomes.

Coordinate with staff and contractors in planning and implementation of various services for internal City customers (other operating Divisions), as well as businesses, single-family residents, and multi-family complexes. Meet and coordinate with ratepayers (residents, property managers, service providers, maintenance staff) to promote and or monitor service outcomes. When necessary, specify and verify corrective actions for Division contractors.

Track service metrics and provide specific action plans to improve contractor outreach and service outcomes.

Develop and maintain positive working relationships with contractors and partners, including operations staff, planners, contractor representatives, and communications staff. Coordinate with community organizations, residents, businesses, non-profit organizations, and other government agencies to ensure optimal Solid Waste Utility and Surface Water Utility outcomes.

Apply for and administer the Division's grants, including developing budgets and scopes of work, in coordination with City staff and grantor agencies. Maintain contract compliance systems to manage Division contracts and purchases, including tracking grant expenditures and allocating matching costs among various grants. Understand functions of Surface Water and Solid Waste Utilities and how grants and administrative fees support service implementation.

Coordinate with Division staff and grant agencies to ensure grant scopes are implemented efficiently, and track all drawdowns, outcomes, and metrics. Maintain financial records and prepare and submit grant reports and reimbursement requests.

Representative duties include procuring service providers/vendors and materials, including developing scopes of work and budgets per City policies, achieving cost-effective and resource-efficient outcomes. Ensure that documentation related to purchases meets both City and grant agency standards, and all invoices and documentation are processed in a timely manner.

Coordinate procurement of Division contracts. Track contract outcomes and plan for contract changes to address changing conditions. Prepare contract amendments, plan for future contracts and procure vendors to address needs as they arise.

Coordinate service implementation and ratepayer communications with Division staff and contracted service providers.

Review expenditures and invoices for accuracy per contract specifications, monitor contractor compensation and inspect service outcomes and work products. Present contract and grant procurement items to City Council for approval and administrative implementation.

Perform on-site inspections to verify compliance with contract requirements, and with City and county regulations. Identify deficiencies, issues, and concerns arising from contractor operations and billing, and make recommendations for corrective actions. Approve or deny billing adjustments, respond to and resolve ratepayer inquiries, perform account-specific audits, and verify findings and service outcomes. Determine if performance fees or corrective actions are necessary, administer their implementation, and perform related contract compliance duties.

Use spreadsheets, databases, and other systems to track information; prepare correspondence and reports as required, and maintain accurate work plans and checklists to ensure all contractor work and internal job functions are completed on time.

Coordinate with grantor agencies on all aspects of various grants. Perform clerical duties, including maintaining grant records, tracking grant budgets, compiling accurate support documentation, and communicating with partners and ratepayers. Create, implement and refine record keeping procedures. Maintain assigned records, logs and files in an orderly manner; quickly locate relevant materials and information related to contracts, records, and grants to resolve service issues, ensure…