Contract Specialist/Inspector

City of Poway•Poway, CA

1d•Hybrid

About The Position

The City of Poway's Public Works department is seeking a detail-oriented, proactive, and highly organized Contract Specialist / Inspector to support a wide range of municipal operations. This position plays a key role in ensuring that contract services, public improvements, and maintenance activities meet City standards, regulatory requirements, and community expectations. The ideal candidate is skilled in contract administration, field inspections, project coordination, and building strong working relationships with staff, vendors, and the public. Under general supervision, administers and oversees various service and maintenance contracts and ensures compliance with terms and conditions; performs maintenance and technical inspections to monitor contractor work in progress involving public improvement projects and maintenance related to lighting and traffic signal district, facility maintenance, contract janitorial and in-house services, security and fire alarm systems/operations, street sweeping, fire extinguishers, parks and landscapes, and other City contract services; and performs related work as required. Receives general supervision from the Facilities Maintenance and Special Districts Supervisor or assigned supervisor. Exercises no direct supervision over staff.

Requirements

Three years of Contract Administration experience in facilities, building, and/or landscape maintenance/construction projects.
Equivalent to the completion of the 12th grade; college coursework in construction/maintenance technology or contract management preferred.
Valid California class C driver’s license with satisfactory driving record.

Nice To Haves

Public sector experience

Responsibilities

Conducts inspections and oversees contract operations related to security and fire alarm systems, fire extinguishers, pond maintenance, landscaping, street lighting, traffic signal, street sweeping, janitorial, and facility projects; ensures compliance with contract terms and conditions and that work in progress is performed to standards and codes; receives, reviews, and approves all related billings.
Inspects new construction and contractor installations of lighting district installs, facilities, parks, and any other public improvement projects upon request to ensure installation procedures and safety practices are being followed, correct materials are being used, project is on schedule, and the contractor is adhering to all rules, regulations, and expectations within the scope of the project.
Performs, or ensures that contractor performs, underground “dig alert” mark-outs for all City maintained conduit that is not marked out by the City’s Water division, including street lights, traffic signals, facility lighting, park irrigation systems, and other utilities.
Manages contracts and submits work orders for janitorial, street lighting, traffic signal, HVAC, electrical, plumbing, bus stop maintenance, and landscaping services as a result of problems discovered by inspections, staff concerns, citizen concerns, scheduling changes, special events, and any other special requests.
Monitors contract expenditures and identifies budget transfers as needed.
Performs detailed plan checks and inspection of project submittits related to assigned areas to ensure adherence to established policies and sound engineering practices and that completed construction will integrate with existing infrastructure and minimize future operational and maintenance cost.
Meets with staff from all departments to ensure facility contract service levels and expectations are being met and to discuss schedule changes, incidental problems, or changes in procedure.
Meets with contract owners or representatives to discuss issues, procedures, billing adjustments, and contract adjustments.
Meets with Department Directors, Managers, and staff to discuss improvements or changes regarding contract services and to identify and assess alternatives to areas of continual problems; implements changes in services to better serve the City’s interests and oversees the new contractor or procedures.
Participates in the development of public bids and RFP agreements, in establishing new contracts and creating new procedures and guidelines to existing contracts that need improvement or that are up for potential renewal; develops and administers complex contracts including maintenance or service contracts and agreements.
Serves as a project manager for and administers maintenance and repair contracts for compliance with terms; plans, coordinates, reviews, evaluates and estimates contract terms and conditions; develops contracts accordingly.
Maintains and protects the privacy of all security codes throughout the City; maintains gate codes and makes changes as necessary.
Inspects and assesses damage to facilities and assessment district property that has been damaged or destroyed by accidents or vandalism.
May perform minor field repairs.
Acts as a liaison between the department and other departments, vendors, contractors, and the public; responds to customer, citizen, and staff concerns; responds to any Public Works field problems encountered throughout the work day, including safety hazards or violations observed, road hazards, pot holes, animal removal, irrigation problems, stalled vehicles, traffic accidents, and sewer problems; investigates complaints and affects resolutions.
Conducts surveys, studies, and researches departmental practices, procedures, and operations and makes recommendations for improvements.
Prepares memos, reports, and other documentation for managers, contractors, City employees, and others; keeps records and reports filed.
Prepares bid specifications for contracts; obtains competitive quotes for goods and services; reviews contractors' billing invoices and authorizes payment.
Develops records processing, retention, and retrieval procedures; prepares charts and graphs.
Attendance and punctuality that is observant of scheduled hours on a regular basis.
Performs other duties as assigned.