Environmental Services Contract Coordinator

City of Federal Way•Federal Way, WA

4d•Hybrid

About The Position

Under the direction of the Environmental Services Division manager, this role administers solid waste, recycling, and yard waste collection franchises, plus other contracts, grants, and vendors. The position involves conducting contract performance reviews, resolving customer complaints regarding service, and actively participating in regional solid waste and hazardous waste services planning. It also includes coordinating grant applications and reporting for grants focused on solid waste, recycling, and surface water management.

Requirements

Bachelor's degree in business administration, Public Administration, Environmental Studies, Recreation Management, Municipal Planning or a related field, or equivalent combination of education and experience.
Five (5) years progressively responsible experience in community relations, contract administration and negotiation, conducting research and analysis, and purchasing/accounting.
Knowledge of contract procurement and administration, focusing on Department of Ecology and King County grant programs and reporting systems, as well as vendor procurement.
Knowledge of Solid Waste Utility and Surface Water Utility functions and related contract management procedures.
Knowledge of City and outside agency contract policies and procedures.
Knowledge of office operations, procedures and equipment.
Knowledge of operating office machines including computer equipment and telephones.
Knowledge of efficient record-keeping techniques, and proactive planning to meet deadlines.
Knowledge of correct English usage, grammar, spelling, punctuation and vocabulary.
Knowledge of telephone techniques and etiquette.
Knowledge of Use of Zoom and Teams for external and internal meetings.
Ability to positively and effectively interact with diverse individuals to accomplish a common goal.
Ability to understand and follow oral and written direction.
Ability to learn, master, apply and explain: policies, procedures, objectives, rules and regulations.
Ability to interpret scopes of work and contract requirements to ensure excellent service outcomes.
Ability to handle sensitive data with discretion and handle stressful situations with tact and diplomacy.
Ability to communicate effectively both orally and in writing, emphasizing the provision of excellent customer service for a diverse ratepayer base.
Ability to practice independent judgment and decision-making within established policies.
Ability to take initiative and work independently to complete the duties of the position without continuous direct supervision.
Ability to speak with poise, voice control, and confidence.
Ability to prepare, maintain, and quickly access a variety of printed and electronic data and records.
Ability to operate a computer terminal to communicate, enter data, maintain records, and write reports.
Ability to operate office equipment such as smart phones, laptops, scanners/copiers, etc.
Ability to maintain accurate records and files and access wide-ranging information quickly.
Ability to physically perform all essential job functions.
Lifting (up to 25 lbs.) will be required.

Nice To Haves

Knowledge of King County and/or Department of Ecology grant programs preferred.

Responsibilities

Manage the solid waste collection services franchise, resolving issues that arise.
Track and analyze data and reporting.
Analyze periodic rate adjustments.
Analyze and refine contractor’s implementation of services and contractor’s ratepayer communications.
Serve as the ratepayers’ advocate for services rendered per the City’s solid waste franchise, focusing on expectations and positive outcomes.
Coordinate with staff and contractors in planning and implementation of various services for internal City customers, businesses, single-family residents, and multi-family complexes.
Meet and coordinate with ratepayers to promote and/or monitor service outcomes.
Specify and verify corrective actions for Division contractors when necessary.
Track service metrics and provide specific action plans to improve contractor outreach and service outcomes.
Develop and maintain positive working relationships with contractors and partners.
Coordinate with community organizations, residents, businesses, non-profit organizations, and other government agencies to ensure optimal Solid Waste Utility and Surface Water Utility outcomes.
Apply for and administer the Division’s grants, including developing budgets and scopes of work.
Maintain contract compliance systems to manage Division contracts and purchases, including tracking grant expenditures and allocating matching costs.
Understand functions of Surface Water and Solid Waste Utilities and how grants and administrative fees support service implementation.
Coordinate with Division staff and grant agencies to ensure grant scopes are implemented efficiently, and track all drawdowns, outcomes, and metrics.
Maintain financial records and prepare and submit grant reports and reimbursement requests.
Procure service providers/vendors and materials, including developing scopes of work and budgets per City policies, achieving cost-effective and resource-efficient outcomes.
Ensure that documentation related to purchases meets both City and grant agency standards, and all invoices and documentation are processed in a timely manner.
Coordinate procurement of Division contracts.
Track contract outcomes and plan for contract changes to address changing conditions.
Prepare contract amendments, plan for future contracts and procure vendors to address needs as they arise.
Coordinate service implementation and ratepayer communications with Division staff and contracted service providers.
Review expenditures and invoices for accuracy per contract specifications, monitor contractor compensation and inspect service outcomes and work products.
Present contract and grant procurement items to City Council for approval and administrative implementation.
Perform on-site inspections to verify compliance with contract requirements, and with City and county regulations.
Identify deficiencies, issues, and concerns arising from contractor operations and billing, and make recommendations for corrective actions.
Approve or deny billing adjustments, respond to and resolve ratepayer inquiries, perform account-specific audits, and verify findings and service outcomes.
Determine if performance fees or corrective actions are necessary, administer their implementation, and perform related contract compliance duties.
Use spreadsheets, databases, and other systems to track information; prepare correspondence and reports as required, and maintain accurate work plans and checklists.
Coordinate with grantor agencies on all aspects of various grants.
Perform clerical duties, including maintaining grant records, tracking grant budgets, compiling accurate support documentation, and communicating with partners and ratepayers.
Create, implement and refine record keeping procedures.
Maintain assigned records, logs and files in an orderly manner; quickly locate relevant materials and information related to contracts, records, and grants.
Master grant agency submittal procedures, including use of on-line reporting platforms.
Maintain contacts and provide high-quality customer services to residents, business, and property managers.
Actively engage in troubleshooting issues and devising solutions to resolve service issues.