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... more details
The Position
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.
Examples of Duties
Responsible for ensuring contractors' compliance with City contracts including assigning of work, inspecting /approving work, processing of invoices and annual review of contract costs.
Respond to service requests to determine the nature and extent of work and schedule work with City staff/contractor.
Assist in preparation of annual budget for assigned division.
Administer and monitor contracts to ensure compliance with bonds, insurance, and contract requirements; ensure compliance with allocated funds; track contract appropriations, authorizations, and expenses.
Assist in preparation of reports, maintenance of work records and maps.
Coordinate and supervise maintenance or inspection staff and contractors’ work.
Identify maintenance work needed through regularly scheduled field investigations, including night inspection of City property, equipment, and right of ways.
Work closely with other staff and divisions to coordinate staff/contractors assigned projects and responsibilities.
Operate a variety of office machines.
Interface with other staff or outside agencies, clients and the public in obtaining information and coordinating activities
Perform other related duties as required.
Desirable Knowledge Skills & Abilities
Depending on the area of assignment, this position may require:
Considerable knowledge of street, storm drain, sewer construction, repair, maintenance, and the materials and equipment used for such work.
Knowledge of the techniques and materials used in care and landscape such as, trees, shrub and turf maintenance, irrigation systems, etc.
Knowledge of contract documents, budgeting and processing of work orders and invoice payment.
Ability to plan and administer a varied work program involving City maintenance contractors.
Ability to plan and administer contracts detailed in the less complex engineering specification and drawings.
Knowledge of the administration of Landscape Maintenance Assessment Districts including budgets, funding, and the Prop 218 process.
Ability to plan and hold community meetings
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
Drafting Request for Proposals (RFP’s) for design and Request for Bids (RFB’s) for contractor services.
Ability to draft staff reports related to the award of contracts, and contract extensions.
Ability to take meeting minutes and provide meeting notes to stakeholders.
Other
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.
Notary License/Certification (Desirable)
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.
Exempt/Non-Exempt This is a non-exempt position. Overtime at the rate of one- and one-half times the hourly rate of the classification is paid for hours worked in excess of 40 hours per week.
Background Check/Physical Exam Individuals selected for employment will be required to take and pass a background check (fingerprinting) for all positions and medical exam for full time and permanent part time positions. The background check and medical examination are at City expense; and conducted by a law enforcement agency and physician designated by the City. Candidates who are currently working are urged not to resign until they have successfully passed the background check, physical examination and received a final offer letter. Equal Opportunity Employer The City of Yorba Linda does not discriminate on the basis of race, color, national origin, sex, religion, age, or disability in employment. Any qualified individual with a disability must provide reasonable notice to the Human Resources Department prior to the final date of an examination. In compliance with the Immigration Reform and Control Act of 1986, all new employees hired by the City must verify identity and entitlement to work in the United States by providing required documentation. Disaster Service Worker In accordance with Government Code Section 3100, City of Yorba Linda Employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly.
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