Job Abstract

This is a full-time position under the supervision of a divisional or department manager providing responsible professional level administrative and technical support in contract preparation and administration and supervision of staff. Responsibilities include supervising maintenance or inspection staff, contractors, performing miscellaneous contract administration and oversite for maintenance functions, including but not limited to street and right of way maintenance, improvement, and landscape maintenance.

1. Responsible for ensuring contractors' compliance with City contracts including assigning of work, inspecting /approving work, processing of invoices and annual review of contract costs.
2. Respond to service requests to determine the nature and extent of work and schedule work with City staff/contractor.
3. Assist in preparation of annual budget for assigned division.
4. Administer and monitor contracts to ensure compliance with bonds, insurance, and contract requirements; ensure compliance with allocated funds; track contract appropriations, authorizations, and expenses.
5. Assist in preparation of reports, maintenance of work records and maps.
6. Coordinate and supervise maintenance or inspection staff and contractors’ work.
7. Identify maintenance work needed through regularly scheduled field investigations, including night inspection of City property, equipment, and right of ways.
8. Work closely with other staff and divisions to coordinate staff/contractors assigned projects and responsibilities.

9. Operate a variety of office machines.

10. Interface with other staff or outside agencies, clients and the public in obtaining information and coordinating activities

11. Perform other related duties as required.

Depending on the area of assignment, this position may require:

1. Considerable knowledge of street, storm drain, sewer construction, repair, maintenance, and the materials and equipment used for such work.
2. Knowledge of the techniques and materials used in care and landscape such as, trees, shrub and turf maintenance, irrigation systems, etc.
3. Knowledge of contract documents, budgeting and processing of work orders and invoice payment.
4. Ability to plan and administer a varied work program involving City maintenance contractors.
5. Ability to plan and administer contracts detailed in the less complex engineering specification and drawings.
6. Knowledge of the administration of Landscape Maintenance Assessment Districts including budgets, funding, and the Prop 218 process.
7. Ability to plan and hold community meetings
8. Knowledge of and the implementation of the City’s purchasing policy including but not limited to the process formal and informal bids for City contracts
9. Drafting Request for Proposals (RFP’s) for design and Request for Bids (RFB’s) for contractor services.
10. Ability to draft staff reports related to the award of contracts, and contract extensions.
11. Ability to take meeting minutes and provide meeting notes to stakeholders.

Minimum Qualifications

Graduation from high school and two years experience in administration or knowledge of streets, construction trends, sewers, traffic signing, striping, facility maintenance, or landscape improvements; or some equivalent combination of training and experience. Training courses in construction/landscape materials and methods is desirable.

License & Other Requirements

Valid State of California Class “C” Driver's License.

Physical Requirements

Work is performed indoors in an office environment and on-site in the field. When work is performed outdoors there is exposure to the elements. An incumbent drives a vehicle on city business, sits for extended periods of time, stands, walks, reaches, bends, twists, kneels, crouches and grasps, lifts and moves objects and materials of moderate weight (25-50 lbs.). In the field an incumbent may walk on slippery/uneven surfaces and slopes and be exposed to construction materials and dust. The Maintenance Contracts Administrator must be able to meet the physical requirements of the class and have mobility, balance, coordination, vision, hearing and dexterity levels appropriate to the duties to be performed.