Environmental Services Contract Coordinator

***First review of applications will be on September 7th*** Under the direction of the Environmental Services Division manager, administer the solid waste, recycling, and yard waste collection franchise, plus other contracts, grants, and vendors. Conduct contract performance reviews, and resolve customer complaints regarding service. Actively participate in regional solid waste and hazardous waste services planning, as well as inter-city coordination on regional advisory committees. Coordinate grant applications and reporting for grants focused on both solid waste and recycling as well as surface water management. 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. Focus on the expectations for the franchise and on achieving positive outcomes. Coordinate with staff and contractors in planning and implementation of various services for internal City customers (other operating Divisions), as well as businesses, single-family residents, and multi-family complexes. Meet and coordinate with ratepayers (residents, property managers, service providers, maintenance staff) to promote and or monitor service outcomes. When necessary, specify and verify corrective actions for Division contractors. 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, including operations staff, planners, contractor representatives, and communications staff. 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, in coordination with City staff and grantor agencies. Maintain contract compliance systems to manage Division contracts and purchases, including tracking grant expenditures and allocating matching costs among various grants. 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. Representative Duties: 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 to ensure all contractor work and internal job functions are completed on time. 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 to resolve service issues, ensure contractors complete their work, and support business and residential ratepayers. 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. Any combination of education and experience equivalent to a bachelor's degree in business administration, Public Administration, Environmental Studies, Recreation Management, Municipal Planning or a related field, and five (5) years progressively responsible experience in community relations, contract administration and negotiation, conducting research and analysis, and purchasing/accounting. Knowledge of King County and/or Department of Ecology grant programs preferred. Knowledge of: Contract procurement and administration, focusing on Department of Ecology and King County grant programs and reporting systems, as well as vendor procurement. Solid Waste Utility and Surface Water Utility functions and related contract management procedures. City and outside agency contract policies and procedures. Office operations, procedures and equipment. Operating office machines including computer equipment and telephones. Efficient record-keeping techniques, and proactive planning to meet deadlines. Correct English usage, grammar, spelling, punctuation and vocabulary. Telephone techniques and etiquette. Use of Zoom and Teams for external and internal meetings. Interpersonal skills using tact, patience and courtesy. Ability to: Positively and effectively interact with diverse individuals to accomplish a common goal. Understand and follow oral and written direction. Learn, master, apply and explain: policies, procedures, objectives, rules and regulations. Interpret scopes of work and contract requirements to ensure excellent service outcomes. Handle sensitive data with discretion and handle stressful situations with tact and diplomacy. Communicate effectively both orally and in writing, emphasizing the provision of excellent customer service for a diverse ratepayer base. Practice independent judgment and decision-making within established policies. Take initiative and work independently to complete the duties of the position without continuous direct supervision. Speak with poise, voice control, and confidence. Prepare, maintain, and quickly access a variety of printed and electronic data and records. Operate a computer terminal to communicate, enter data, maintain records, and write reports. Operate office equipment such as smart phones, laptops, scanners/copiers, etc. Maintain accurate records and files and access wide-ranging information quickly. Physically perform all essential job functions. Environmental Conditions/Physical Effort: Work is performed in an office environment on-site at Federal Way City Hall, with intermittent sitting, standing and walking, and in a field environment at businesses, single-family and multi-family residences for observations and ratepayer support, with intermittent standing and walking. Currently, remote work is available one day per week following a probationary period. Employee will participate in public education and outreach events held on evenings and weekends, including staffing and set-up/break-down functions. Employee may be exposed to noise and odors from vehicle operation and site visits and will be required to travel to a variety of locations to perform work. Lifting (up to 25 lbs.) will be required. #J-18808-Ljbffr City of Federal Way