Public Works Contract Manager

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