What are the responsibilities and job description for the Public Works Contract Manager position at Ecologyst?
Thank you for considering employment with the City and Borough of Sitka. The following information is provided to give potential applicants awareness regarding the job.
If a range of pay is advertised, starting pay dependent on experience and qualifications aligned with job requirements.
## Primary Purpose of Job and Essential Duties/Responsibilities
Primary Purpose of Job
The primary purpose of this position is to coordinate, monitor, and review professional services contracts, construction contracts, and other services agreements for the CBS. This position also provides high-level administrative and management support to the Public Works Director.
Under the supervision of the Public Works Director, the Public Works Contract Manager exercises considerable independent judgment and discretion to perform the employees daily duties and responsibilities within department established policies and procedures and any legal requirements.
The Public Works Contract Manager is a management employee who works directly with the Public Works Director and the rest of the management team at the Public Works Department who formulates, determines, or effectuates management policies.
Essential Duties And Responsibilities
Prepares bid documents assuring compliance with local, state and federal regulations
Develops and maintains the departments bid web site, prepares contract documents, tracks contractor submittals, prepares pay requests and change orders, correlates project expenditures with the Finance Department in accordance with the approved budget, and monitors the performance of the contract
Prepares financial accounting statement for the department directly from the financial system
Serves as a liaison between and coordinates with departmental staff and other CBS departments and staffs involved in the contract development and approval process
Manages procurement issues, including issuing purchase orders and interfacing with vendors for the department as well as for all contracts, including generating material receipts and maintaining an accounting system
Assists with annual budget process and monitors expenditures, inventories, supplies on a monthly basis within budget guidelines
Maintains departmental files ensuring security over confidential matters and files and distributing such material only to appropriate sources
Collects information related to billing, prepares billing request forms and forwards them to the Finance Department
Prepares and writes correspondence, memorandums, reports, and related materials for the Public Works Director and staff as necessary and requested and distributes official documents to appropriate staff, officials, and departments
Acts as back up to the PW Office Administrator, when absent, greeting visitors to the department, dispenses information as requested, refers visitors to appropriate personnel, answer questions, hears complaints, takes actions to resolve problems and represents the Public Works Department in a courteous and professional manner
Collaborates with the Chief Heavy Equipment Mechanic and the Finance Department to develop surplus equipment and materials sales
Develops and maintains Sitkas web page informing contractors of available work and application process
Assists in the management of Federal, State, and local grants and their respective requirements
Performs special projects as requested by the Public Works Director
Performs other duties as assigned
## Knowledge, Skills, and Abilities
Knowledge Of
Modern office procedures, including filing systems, and computer equipment and networks
Governmental purchasing, preparation of contract documents, and bidding procedures
Standard terminology used in engineering and construction industries
Local government accounting principles, practices, and procedures
Municipal purchasing procedures
Skills In
Operating a personal computer using standard software pplications appropriate to assigned tasks, including Excel, Word, Outlook, and any other customized software
Dealing with a variety of people with various, and sometimes competing interests, calmly and professionally, even if difficult or upset
Multi-tasking with strong attention to detail
General mathematics
Typing at a reasonable rate of speed
Ability To
Recognize and maintain confidential information
Learn current practices and procedures involved in CBS operations
Communicate in a manner so that you get along with the public, co-workers, management, businesses and community organizations, state and federal officials, outside contractors
Communicate well with others, both orally and in writing, using both technical and non-technical language
Understand and follow oral and/or written policies, procedures, and instructions
Prepare and present accurate and reliable reports containing findings and recommendations
Use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions
Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines
Quickly learn and use new skills and knowledge
## Minimum Qualifications and Other Job Requirements/Expectations
Minimum Qualifications
Bachelor's Degree with course work in a business, accounting, or finance related field;and
Five years of experience in an administrative support position with substantial responsibility;and
Two years of experience in specialty areas such as recordkeeping, bookkeeping, accounting, or contract administration, preferably within a municipality or local government;or
Any equivalent combination of experience, education, and training which provides the knowledge, skills, and abilities necessary to perform the work
Other Job Requirements Or Expectations
Possession of a valid drivers license issued by the State of Alaska
Possession of, or ability to obtain within 90 days of hire, a notary public
Possession of, or ability to obtain within 12 months of hire, ICS700 certification or equivalent course that qualifies member to perform duties as an Incident Responder
Employee may be expected to travel both within Alaska and outside
## Working Conditions and Physical Requirements
Working Conditions
General office environment or meeting rooms
Specific Physical Requireme
If a range of pay is advertised, starting pay dependent on experience and qualifications aligned with job requirements.
## Primary Purpose of Job and Essential Duties/Responsibilities
Primary Purpose of Job
The primary purpose of this position is to coordinate, monitor, and review professional services contracts, construction contracts, and other services agreements for the CBS. This position also provides high-level administrative and management support to the Public Works Director.
Under the supervision of the Public Works Director, the Public Works Contract Manager exercises considerable independent judgment and discretion to perform the employees daily duties and responsibilities within department established policies and procedures and any legal requirements.
The Public Works Contract Manager is a management employee who works directly with the Public Works Director and the rest of the management team at the Public Works Department who formulates, determines, or effectuates management policies.
Essential Duties And Responsibilities
Prepares bid documents assuring compliance with local, state and federal regulations
Develops and maintains the departments bid web site, prepares contract documents, tracks contractor submittals, prepares pay requests and change orders, correlates project expenditures with the Finance Department in accordance with the approved budget, and monitors the performance of the contract
Prepares financial accounting statement for the department directly from the financial system
Serves as a liaison between and coordinates with departmental staff and other CBS departments and staffs involved in the contract development and approval process
Manages procurement issues, including issuing purchase orders and interfacing with vendors for the department as well as for all contracts, including generating material receipts and maintaining an accounting system
Assists with annual budget process and monitors expenditures, inventories, supplies on a monthly basis within budget guidelines
Maintains departmental files ensuring security over confidential matters and files and distributing such material only to appropriate sources
Collects information related to billing, prepares billing request forms and forwards them to the Finance Department
Prepares and writes correspondence, memorandums, reports, and related materials for the Public Works Director and staff as necessary and requested and distributes official documents to appropriate staff, officials, and departments
Acts as back up to the PW Office Administrator, when absent, greeting visitors to the department, dispenses information as requested, refers visitors to appropriate personnel, answer questions, hears complaints, takes actions to resolve problems and represents the Public Works Department in a courteous and professional manner
Collaborates with the Chief Heavy Equipment Mechanic and the Finance Department to develop surplus equipment and materials sales
Develops and maintains Sitkas web page informing contractors of available work and application process
Assists in the management of Federal, State, and local grants and their respective requirements
Performs special projects as requested by the Public Works Director
Performs other duties as assigned
## Knowledge, Skills, and Abilities
Knowledge Of
Modern office procedures, including filing systems, and computer equipment and networks
Governmental purchasing, preparation of contract documents, and bidding procedures
Standard terminology used in engineering and construction industries
Local government accounting principles, practices, and procedures
Municipal purchasing procedures
Skills In
Operating a personal computer using standard software pplications appropriate to assigned tasks, including Excel, Word, Outlook, and any other customized software
Dealing with a variety of people with various, and sometimes competing interests, calmly and professionally, even if difficult or upset
Multi-tasking with strong attention to detail
General mathematics
Typing at a reasonable rate of speed
Ability To
Recognize and maintain confidential information
Learn current practices and procedures involved in CBS operations
Communicate in a manner so that you get along with the public, co-workers, management, businesses and community organizations, state and federal officials, outside contractors
Communicate well with others, both orally and in writing, using both technical and non-technical language
Understand and follow oral and/or written policies, procedures, and instructions
Prepare and present accurate and reliable reports containing findings and recommendations
Use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions
Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines
Quickly learn and use new skills and knowledge
## Minimum Qualifications and Other Job Requirements/Expectations
Minimum Qualifications
Bachelor's Degree with course work in a business, accounting, or finance related field;and
Five years of experience in an administrative support position with substantial responsibility;and
Two years of experience in specialty areas such as recordkeeping, bookkeeping, accounting, or contract administration, preferably within a municipality or local government;or
Any equivalent combination of experience, education, and training which provides the knowledge, skills, and abilities necessary to perform the work
Other Job Requirements Or Expectations
Possession of a valid drivers license issued by the State of Alaska
Possession of, or ability to obtain within 90 days of hire, a notary public
Possession of, or ability to obtain within 12 months of hire, ICS700 certification or equivalent course that qualifies member to perform duties as an Incident Responder
Employee may be expected to travel both within Alaska and outside
## Working Conditions and Physical Requirements
Working Conditions
General office environment or meeting rooms
Specific Physical Requireme