Contract Specialist/Inspector

Contract Specialist / Inspector

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, building strong working relationships with staff, vendors, and the public, and preferably has public sector experience. If making a meaningful impact in our community and enjoy working in a collaborative, hands-on environment excites you, we'd encourage you to apply!

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.

Key Responsibilities

Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• 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 submittals 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.

Minimum Requirements/License or Certificates Required

Any combination of the following education and experience which demonstrates the ability to perform the duties of this classification.

Experience Three years of Contract Administration experience in facilities, building, and/or landscape maintenance/construction projects. Education/Training: Equivalent to the completion of the 12th grade; college coursework in construction/maintenance technology or contract management preferred. Licenses and Certifications: Valid California class C driver's license with satisfactory driving record. Physical Demands Must possess mobility to work in the field and in a standard office setting and use standard office equipment, including a computer, to operate a motor vehicle, drive on surface streets, and make inspections; strength, stamina, and mobility to perform light physical work; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone or radio. The job involves fieldwork requiring accessing roofs and frequent walking on uneven terrain and landscapes when performing inspections. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate above-mentioned tools and equipment. Positions in this classification bend, stoop, kneel, reach, and climb to perform work and inspect work sites. Employees must possess the ability to lift, carry, push and pull materials and objects weighing up to 40 pounds. Environmental Elements Employees partly work in the office and partly in the field and are occasionally exposed to loud noise levels, cold and hot temperatures, inclement weather conditions, road hazards, mechanical and/or electrical hazards, and hazardous physical substances and fumes. Employees may interact with upset staff and/or public and private representatives and contractors in interpreting and enforcing departmental policies and procedures.

Examination Process

A completed NeoGov application, including supplemental questions, must be submitted through NeoGov for consideration by the application deadline. Application materials will not be accepted separate from NeoGov or after the deadline. A FULLY COMPLETED APPLICATION AND RESPONSES TO SUPPLEMENTAL QUESTIONS ARE REQUIRED AND PART OF THE REVIEW AND QUALIFYING PROCESS. QUESTIONS MUST BE ANSWERED COMPLETELY. Applicants will be evaluated on the basis of relevant training, education and experience as presented in the application and supplemental questions. The process may include interviews and/or performance tests. Successful candidates will be placed on the eligibility list established, which will be in effect for a period of up to six months. A background investigation including LIVESCAN fingerprinting and a verification of a valid driver's license and satisfactory driving record from the Department of Motor Vehicles may be required. All appointments are also subject to the successful completion of a pre-placement physical examination that includes a drug screening. Applicants will be required to submit verification of the legal right to work in the United States. The City of Poway participates in E-Verify. All employees are required by law to sign a loyalty oath to the United States and the State of California Constitution at time of hire.

Notice: Benefits listed below assume full-time (2,080 hrs/yr) status. Benefits for positions considered less than full-time are pro-rated based upon hours and may differ from those indicated.

Vacation - Annual paid vacation as follows: 0-4 years service = 96 hrs/yr; 5-9 years service = 120 hrs/yr; 10-14 years service = 144 hrs/yr; and 15+ years service = 168 hrs/yr. Prior Public Service Credit for vacation accruals may be granted for verifiable experience.

Sick Leave - The City provides 96 hours each year of paid sick leave. There are sick leave incentive and conversion programs available to those who qualify.

Holidays - The City observes 10 holidays each year. Additionally, employees shall be entitled