Public Works Project Coordinator II

City of Pasco•City of Pasco, WA

2d•Onsite

About The Position

Under the general supervision of the Deputy Public Works Director, the Public Works Project Coordinators are responsible for performing a variety of contractual, financial and administrative support functions. Project Coordinator II In addition to the items listed in Coordinator I, oversee, direct, and coordinate project related activities; participate in the production of bid documents, RFQs and other project documents. Coordinate selection of consultants. Provide technical and functional support to the Public Works Director office and managers. Work closely with City staff to ensure proper fit, form and function of project/purchase/selection documentation. Facilitate the coordination of the competitive bid and negotiated contract processes for assigned projects. Audit contractor records relative to pre-award requirements, work in progress, invoices, and billings; verify compliance with contract terms and legal requirements. Maintain records, logs and files. Administer contracts, monitor for completeness, accuracy and appropriateness of payments. Process construction and invoicing payments, requisitions and purchase orders; monitor retainage accounts and process information in the City’s financial management system. Consult with the Engineering Manager and senior Engineering staff on budgeting needs specific to project contract requirements. Conduct legal research and act as liaison, as directed, with internal personnel. Research vendors and contractors to determine alternative sources, types of materials, supplies, methods and availability, quality and price of products or services. Interface with internal personnel, as directed, for permitting and other regulatory requirements. Review and update purchasing and contracting procedures; facilitate training of staff in implementation and ongoing use of contracting procedures. Maintain a direct working relationship with the Finance department to accomplish department budget and asset goals. Stay apprised of general compliance requirements related to assigned functions. Provide contracting information and services to other City departments and personnel, various outside agencies and organizations, and the general public; explain programs, activities, policies and procedures within scope of authority; provide information of a general or limited technical nature. Prepare and maintain a variety of detailed and comprehensive records, reports and files in an accurate, timely and complete manner; prepare and distribute written and verbal communication to employees, applicants, retirees, vendors and outside agencies. Communicate effectively with the public, business community, coworkers, management and regulatory agencies. Provide continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality customer service. Regular, timely and reliable attendance. Coordinate bid advertisements, distribution of plans and specifications to bidders ,assist in the evaluation of bids and make recommendations for award of contracts. Track project performance; specifically to analyze the successful completion of medium and long-term goals. Provide technical and/or functional support to the management team; coordinate as needed with other departments or agencies. Research and analyze data and statistics; compiling information into multimedia reports. Establish a structured file management system to ensure that all project documentation is accurately recorded and securely maintained and meets applicable laws. Establish and maintain effective working relationships with City officials and contractors. Research and complete bulk purchases for multiple divisions within the department; tracking expenses and conducting cost analysis on purchases. Perform a variety of office administration assignments/functions. Review and analyze existing practices and procedures to recommend improvements and changes as warranted. Support the directives, guidance, plans and vision of the Manager(s) and Director. Help foster a positive, forward thinking work environment. Perform other related duties as assigned.

Requirements

Bachelor’s Degree in Public Administration, Accounting, Project Management, Contract Law, Business or related field
Minimum of five (5) years of experience performing public works contracting or procurement in a government agency, or demonstrated contract administration experience in a related field
The ability to travel to various work locations may be required to perform assigned duties

Nice To Haves

Two (2) years of college coursework in relevant field preferred (e.g. Engineering, Business/Public Administration, Architecture, Contract Law, etc.)
Minimum of two (2) years of experience in a government agency performing public works contracting or procurement, or demonstrated contract administration experience in a related field

Responsibilities

Oversee, direct, and coordinate project related activities
Participate in the production of bid documents, RFQs and other project documents
Coordinate selection of consultants
Provide technical and functional support to the Public Works Director office and managers
Work closely with City staff to ensure proper fit, form and function of project/purchase/selection documentation
Facilitate the coordination of the competitive bid and negotiated contract processes for assigned projects
Audit contractor records relative to pre-award requirements, work in progress, invoices, and billings; verify compliance with contract terms and legal requirements
Maintain records, logs and files
Administer contracts, monitor for completeness, accuracy and appropriateness of payments
Process construction and invoicing payments, requisitions and purchase orders; monitor retainage accounts and process information in the City’s financial management system
Consult with the Engineering Manager and senior Engineering staff on budgeting needs specific to project contract requirements
Conduct legal research and act as liaison, as directed, with internal personnel
Research vendors and contractors to determine alternative sources, types of materials, supplies, methods and availability, quality and price of products or services
Interface with internal personnel, as directed, for permitting and other regulatory requirements
Review and update purchasing and contracting procedures; facilitate training of staff in implementation and ongoing use of contracting procedures
Maintain a direct working relationship with the Finance department to accomplish department budget and asset goals
Stay apprised of general compliance requirements related to assigned functions
Provide contracting information and services to other City departments and personnel, various outside agencies and organizations, and the general public; explain programs, activities, policies and procedures within scope of authority; provide information of a general or limited technical nature
Prepare and maintain a variety of detailed and comprehensive records, reports and files in an accurate, timely and complete manner; prepare and distribute written and verbal communication to employees, applicants, retirees, vendors and outside agencies
Communicate effectively with the public, business community, coworkers, management and regulatory agencies
Provide continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality customer service
Regular, timely and reliable attendance
Coordinate bid advertisements, distribution of plans and specifications to bidders
Assist in the evaluation of bids and make recommendations for award of contracts
Track project performance; specifically to analyze the successful completion of medium and long-term goals
Provide technical and/or functional support to the management team; coordinate as needed with other departments or agencies
Research and analyze data and statistics; compiling information into multimedia reports
Establish a structured file management system to ensure that all project documentation is accurately recorded and securely maintained and meets applicable laws
Establish and maintain effective working relationships with City officials and contractors
Research and complete bulk purchases for multiple divisions within the department; tracking expenses and conducting cost analysis on purchases
Perform a variety of office administration assignments/functions
Review and analyze existing practices and procedures to recommend improvements and changes as warranted
Support the directives, guidance, plans and vision of the Manager(s) and Director
Help foster a positive, forward thinking work environment
Perform other related duties as assigned