Public Works Project Lead: Contracts & Coordination

Under the general supervision of the Deputy Public Works Director, the Public Works Project Coordinators are responsible for performing a variety of contractual, financial and administrative support functions.

Create and process a variety of contracts for goods and services associated with the needs of the Department and/or City. Serve as a resource for Public Works and other staff in the creation and assessment of documents pertaining to formal bids, RFQs and other needs as directed. Facilitate auditor reviews of the department’s efforts. Communicate effectively and consistently; demonstrate a high-level of professionalism when interacting with co-workers, customers, partners, and all other individuals or agencies encountered through the course of business.

In addition to the items listed in Coordinator I, oversee, direct, and coordinate project related activities; participate in the production of bid documents, RFQs and other project documents. Coordinate selection of consultants. Provide technical and functional support to the Public Works Director office and managers. Work closely with City staff to ensure proper fit, form and function of project/purchase/selection documentation.

Additional job functions may vary due to department or City needs/requirements. Assignments may include but are not limited to:

• Facilitate the coordination of the competitive bid and negotiated contract processes for assigned projects.
• Audit contractor records relative to pre-award requirements, work in progress, invoices, and billings; verify compliance with contract terms and legal requirements.
• Maintain records, logs and files. Administer contracts, monitor for completeness, accuracy and appropriateness of payments.
• Process construction and invoicing payments, requisitions and purchase orders; monitor retainage accounts and process information in the City’s financial management system.
• Consult with the Engineering Manager and senior Engineering staff on budgeting needs specific to project contract requirements.
• Conduct legal research and act as liaison, as directed, with internal personnel.
• Research vendors and contractors to determine alternative sources, types of materials, supplies, methods and availability, quality and price of products or services.
• Interface with internal personnel, as directed, for permitting and other regulatory requirements.
• Review and update purchasing and contracting procedures; facilitate training of staff in implementation and ongoing use of contracting procedures.
• Maintain a direct working relationship with the Finance department to accomplish department budget and asset goals.
• Stay apprised of general compliance requirements related to assigned functions.
• Provide contracting information and services to other City departments and personnel, various outside agencies and organizations, and the general public; explain programs, activities, policies and procedures within scope of authority; provide information of a general or limited technical nature.
• Prepare and maintain a variety of detailed and comprehensive records, reports and files in an accurate, timely and complete manner; prepare and distribute written and verbal communication to employees, applicants, retirees, vendors and outside agencies.
• Communicate effectively with the public, business community, coworkers, management and regulatory agencies.
• Provide continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality customer service.
• Regular, timely and reliable attendance.

• Coordinate bid advertisements, distribution of plans and specifications to bidders ,assist in the evaluation of bids and make recommendations for award of contracts.
• Track project performance; specifically to analyze the successful completion of medium and long-term goals.
• Provide technical and/or functional support to the management team; coordinate as needed with other departments or agencies.
• Research and analyze data and statistics; compiling information into multimedia reports.
• Establish a…