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Contracts Administrator and Team Supervisor

1 month ago

Issaquah, United States City of Issaquah Full time

The City of Issaquah's Public Works Department is seeking a Contracts Administrator/Team Supervisor to join our team This position is the Public Works Department's lead in contract administration for capital and operating projects and supervises the Administrative Team as they provide support to the whole department. We seek candidates who have strong research, analytical, procedural and supervisory skills. The Public Works Department is responsible for a wide variety of critical infrastructure projects that ensure our residents can get around town easily and have access to critical utilities, like drinking water, sewer, and stormwater. This position is the highest classification in the City’s Administrative series. The classification description can be found

here . This position provides leadership to the Public Works Department’s Administrative Team, administrative and analytical support to the department director, and oversees the department’s contractual relationships for services, capital construction and maintenance projects from advertisement to contract completion to ensure compliance with state/federal/city specifications, requirements, and budget. This position works closely with the Finance Department, project managers, engineers, and division leaders to monitor and facilitate all aspects of purchasing, contracting and reporting. We offer one of the region's most generous hybrid work schedules, excellent benefits, highly competitive pay, a fantastic set of teammates, opportunities for growth, and much more Contract Management Duties: The department’s contracts range from lesser amounts for on-call services, small public works contracts under $350,000, job order contracting, and multi-million-dollar capital projects that involve state or federal funding. The position provides support to project managers to ensure orderly and effective project implementation, including the development of forms and procedures, coordinating information gathering, handling submittals to other City staff, contractors and regulatory/funding agencies, and training individuals on requirements of the project. Related duties include: Preparing bid documents, contract awards, change orders, and business correspondence needed to support construction projects. Preparing time and material tracking documents to estimate and monitor contractor charges in relation to agreed-upon prices and amounts for labor, materials, equipment and payments. Reviewing certified payrolls, ensuring appropriate prevailing wage rate (King County and Davis Bacon, if applicable) have been applied. Reporting on Disadvantaged Business Enterprise (DBE) goals and proposed contractor status, if applicable, for State Department of Transportation (WSDOT) - approval to award. Supporting the review of project documentation conducted by internal and external oversight agencies such as the State Department of Transportation and the State Auditor’s Office. Reviewing and processing pay estimates. Monitoring expenditures for City of Issaquah capital projects and service contracts and keeping the staff informed of the progress and status of each project in relation to the overall project budget and related contracts’ approvals. Performing procurement activities on behalf of the department, including assessing the correct contract type to be used, engaging in contractor selection practices, and collating and preparing supporting documents based on funding source. Preparing billing and change order documents and processing them as agreed upon. Preparing or assisting project managers with grant reporting submittals. Drafting or contributing to staff reports and/or agenda bills. Preparing correspondence, advertisements and other official documents regarding project status, progress and payments, and to advertise/solicit for consultant proposals. Preparing and sending meeting materials and notes for project construction meetings. Attending project planning meetings, as needed. Setting up non-technical project management tracking to reflect timelines, planned schedule and more. Administrative Team Supervisory and Department Director Support Duties: This position provides guidance and direction to the other members of the Administrative Team as they perform their responsibilities supporting the Engineering and Operations Divisions of the department. The team is responsible for activities such as invoicing, customer service, data and records management, and application of departmental policies and procedures. Supervisory duties include ensuring office coverage scheduling, compliance with collective bargaining agreements and personnel policies, organizing assignments, coaching and evaluation, and hiring. On behalf of the director, this position manages a full range of complex administrative services and functions, assists with capital and operating budget preparation, researches and analyzes operational policies and procedures, manages special projects, programs and services, and may provide training to other staff. Education & Training: Five or more years of professional related experience in contract management, preferably with public works or construction projects and services. College-level coursework or graduation from an accredited two-year or four-year college or university with a degree. Or, an associate's degree in construction management or technology and two years of progressively responsible office support experience in a construction project environment. Or any equivalent combination of education, experience, and training that provides the required knowledge, skills and abilities. Ideal Qualifications: Knowledge of laws, rules and regulations controlling budgetary, fiscal, and contract procedures and documentation. WSDOT Standard Specifications, Local Agency Guidelines (LAG) Manual, Washington State Construction Manual, Revised Code of Washington (RCW) and Washington Administrative Code (WAC). Construction industry requirements. Federal requirements such as DBE, Training, and Title VI Experience working with Secure Access (State of Washington Dept. of Labor & Industries), OMWBE system (Office of Minority and Women Business Enterprise), SAM (System of Award Management, Federal), and financial management software (the City uses Tyler Munis) is desirable. Experience working in SharePoint. Knowledge of: Thorough knowledge of the principles and practices of public sector organization and program operations. Knowledge of project management, including planning, scheduling, monitoring, and problem solving. Knowledge of the methods and procedures of budget development and control; considerable knowledge of City, state, and federal laws and regulation relevant to the program area as well as departmental policies and procedures. Knowledge of records management; relevant practice and federal state and local laws regarding retention and disclosure. Principles and practices of supervision and human resources administration. Advanced knowledge of office practices, methods and procedures. Advanced knowledge of applicable, federal, state and local laws, codes, regulations and statutes. Advanced knowledge and skill in working with a variety of software applications and computer products. Mathematics and statistical analysis. Skill in: Use of computers, computer applications and software. Communications, verbal and written. Ability to: Plan, direct and coordinate the work of support staff. Develop and maintain effective working relationships within and outside of the department. Prepare effective correspondence and reports. Conduct complex administrative studies, analyze data and provide recommendations. Interpret and apply administrative and departmental policies, laws, and rules.

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