Public Works Contract and Administrative Supervisor
Closes On: November 2, 2020 at 04:00 PM CST
Location: City Hall, Leawood, KS 66211
Department: Public Works – Administrative Services
Division: Public Works Administration Services
Job Status: Full-Time
Shift: 8:00 AM – 5:00 PM
Days Worked: Mon., Tue., Wed., Thu., Fri.
Hour Per Week: 40
Details: Starting Rate of Pay: $2,222.40 – $3,076.80 / biweekly ($27.78 – $38.46 / hour), DOQ Apply Now
Summary / Objective
The Public Works Contract and Administrative Supervisor oversees the Public Works Administrative Services division and Public Works Administrative Assistants. This position is responsible for coordinating the administration and implementation of the City’s engineering and constructions services contracts, departmental budget, internal and external communications.
Essential Functions / Responsibilities
•Responsible for scheduling, participating and documenting formal bid openings. Oversees bid tabulations and analyzes bids to determine responsiveness to the solicitation. May assist the Engineering Division in evaluating bidder responsibility based on previous contract performance, preparing necessary justification for bid awards and monitoring performance of contracted parties.
•Oversees the processing of departmental invoices and purchase requisitions. Assists the Public Works Director in monitoring and reporting departmental expenses and budget.
•Assists the Public Works Director in responding to Open Records Act requests accordingly, ensuring requested information is dispensed in compliance with City policy and procedures.
•Responsible for maintaining department files on City Council and Committee related approved agenda items, resolutions and projects. Keeps abreast of any changes to related agenda items, resolutions and projects and updates files accordingly.
•Responsible for preparing and maintaining reports for the City, Department and local and federal agencies on contract compliance, inventory reporting including public infrastructure assets and related depreciation or preservations costs.
•Assists in coordinating the Department’s external and internal communications including press releases, citywide newsletters, and marketing materials and the department’s section of the City’s website regarding Public Works engineering and construction services and projects.
•Assists the Public Works Director in providing administrative support to the City Committees including City Council, Planning Commission, Public Works Committee and Stormwater Committee.
•Assists the City’s Emergency Manager in coordinating the submission of state and federal reimbursement claims for the City’s costs during and after emergency operations to the necessary state and federal agencies. May assist in applying for and administering state, federal, civic and other grants related to emergency operations or disasters and assisting other City departments in tracking expenses and funds used for submitting for federal and state reimbursement claims.
•Assists the Finance department with providing documentation and information required to meet the GASB 34 audit requirements.
•Coordinates the development, administration, execution and records management of contracts and agreements for general professional and construction services related to the City’s Capital Improvement Program, Residential and Arterial Street and Stormwater Management Programs or related professional and construction services. Responsibilities include but are not limited to ensuring compliance with local, state and federal funding agreements and government regulations, insurance and bonding requirements, reviewing, facilitating and monitoring approval and processing of payment requests, updating fee and payment schedules, and maintaining contract information in the City’s Contract Management system.
•Responsible for monitoring and tracking the City’s expenses and budgets for all City related engineering and construction projects.
•Works with the City’s Legal Department on the development, administration and execution of contracts and agreements including contractual items needing City Council approval.
•Overseeing the day-to-day operations of the Department’s Front Desk Operations. Responsible for ensuring front desk coverage, the processing of City’s Right of Way Permits and payment requests complies with the Department’s internal procedures and best practices.
•Responds to inquiries and complaints from the public and employees and completes follow-up as appropriate. Deals directly with citizens on non-routine issues unable to be resolved by Front Desk personnel.
•Conducts employee performance appraisals, provides development opportunities and performance improvement needs, and handles disciplinary actions.
•Responsible for the hiring, training and development of the Public Works Administrative Assistant personnel.
•Continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors workload, administrative and support systems and internal reporting relationships; identify opportunities for improvement; direct the implementation of changes.
•Keeps abreast of state and national public works management practices and procedures, industry innovations and trends through professional associations, publications, workshops and trainings.
•Assists in the development and implementation of department goals, objectives, policy and procedures and formulation of short-term and long-term development and improvement programs.
•May assist Engineering Division with monitoring agreements and contracts to ensure contract deadlines are met and financial obligations are processed.
•May represent the Public Works Department and City of Leawood with various governmental city, county, and state committee and associations on Public Works matters.
•Employee may be asked by supervisor to perform other duties that are not listed but are essential to the job.
Knowledge, Skills and Abilities
Minimum Qualifications / Requirements –
•Ability to read, write, and understand the English language with proper spelling and grammar to communicate effectively both orally and in writing.
•Ability to comprehend and evaluate highly complex technical reports and problems.
•Ability to prioritize work and meet deadlines with effective results.
•Ability to protect and maintain confidentiality of information.
•Ability to work independently, as part of a team, and with the public.
•Ability to make decisions in the best interest of both the resident and the city.
•Ability to make rational decisions efficiently during variable and sometimes stressful conditions, including the ability to calmly interact with the public and other City personnel.
•Ability to use and understand the City’s financial reporting software.
•Knowledge of standard good principles and practices of project management.
•Knowledge of project management.
•Proficient in the use of Microsoft Office Suite.
•Standard office procedures, systems and practices including the use of a computer.
Education, Training and Certification Requirements –
•Must have a minimum of a Bachelors’ degree in Business Administration or related field.
•Must have a minimum of six (6) years of experience in project management or business administration. Eight (8) years of experience preferred.
•Experience in a municipality or public works is preferred.
•Must have a minimum of two (2) years of supervisory experience.
•Completion of NIMS requirements within one (1) year of hire.
•Must possess a valid driver’s license and acceptable driving record per the City’s drivers Use of Vehicles for City Business policy throughout employment with the City.
Post-Offer Testing / On-Going Standards
To view the entire job description including General Aptitudes and Physical Requirements click here.
Application Special Instructions
A resume and cover letter are required to be submitted along with the application for this position.
The cover letter will need to be uploaded under “Other Documents”.