Utilities Assistant Budget & Contract Manager

This is an exempt position that is under the direct supervision of the Utilities Budget and Contract Manager. This position is professional work in the Utilities Department responsible for overseeing various administrative functions within the Departments procurement, inventory and contract section. Employee in this position assists the Utilities Budget and Contract Manager in the the department’s budgetary needs, various office processes and assists in carrying out required administrative operations.

In addition, this position may be responsible for procuring or coordinating the procurement of architectural and engineering services, construction, technology, supplies and professional services required by the Utilities department in accordance with all applicable federal, state and local laws, ordinances rules and regulations policies and procedures. Employees are assigned duties to assist the Utilities Budget and Contract Manager with tasks such as budget management, operational planning, expenditure control, purchasing and inventory oversight.

The employee works within departmental policies and procedures, however, exercises independent judgement in the application of specialized knowledge of financial and administrative processes. May provide direction for clerical staff who assist in various phases of the section’s operations. Work is performed under the general supervision of the Utilities Budget and Contract Manager who reviews work through observation and personal conferences for attainment of desired program results.

Employees are hired as AT WILL employees that serve at the pleasure of the City and may be terminated at any time with or without cause.

• Assist the Utilities Budget and Contract Manager in the management of Departments budget, procurement and contractual needs.
• Assist the Utilities Budget and Contract Manager in the Department's five-year capital improvement plan, monthly and annual expenditures.
• Assist the Utilities Budget and Contract Manager in the procurement of material, services and equipment for the Department.
• Assist the Utilities Budget and Contract Manager with the management of grant applications and documentation when applicable.
• Assist the Utilities Budget and Contract Manager in the day financial operations of the Department such as processing accounts receivables, billing and recording for multiple sections within the Department
• Compiles, prepares, analyzes and distributes various special reports (i.e., monthly revenue and expenditure reports) for the Department.
• Assists with maintaining the Department's database of contracts and agreements for accuracy, requirements, renewal terms, etc.
• May provide direction to clerical personnel engaged in the preparation of invoices and billing for equipment or services, issuance of purchase orders and requisitions, reconciliation of computer reports and related clerical activities.
• Assists the Utilities Budget and Contract Manager in contract dispute resolution, when situation rises above the normal contract administration duties of a departmental representative.
• Monitors and audits adherence to contract provisions for the purpose of ensuring full receipt of deliverables and maximum value to the City prior to payment authorizations.
• Assists the Utilities Budget and Contract Manager to ensure contractors performance is in accordance with the terms and conditions of the contracts/agreements, including providing proof of license, registrations, certificates, bonds, insurance and other financial assurances and guarantees.
• May analyze financial, procurement and administrative procedures for simplification and improvement of efficiency.
• Analyzes purchase orders to determine requirements.
• Maintains records and…