Environmental Services Contract Coordinator

Note: The first review of applications will be on August 25th

Under the direction of the Environmental Services Division manager, manage 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 cross-city coordination on advisory committees and response to regional issues that impact utilities. Coordinate multiple grants (including grant applications and reporting) in conjunction with education and outreach functions that the Public Works Department engages in.Manage the solid waste franchise, resolving service 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 varied solid waste services for internal customers (other Departments and Divisions), businesses, single-family residents, and multi-family complexes. Meet and communicate with targeted audiences (residents, property managers, service providers, maintenance staff) to promote or monitor service outcomes and ensure that services match expectations. 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 utility partners. These partners include operations staff, planners, rate modelers, contractor representatives, and communications personnel. Coordinate with community organizations, residents, businesses, non-profit organizations, and other government agencies to ensure optimal Solid Waste Utility and Surface Water Utility outcomes.

Maintain a strategic contract compliance system to manage Division contracts and purchases, including tracking grant expenditures and allocating matching costs among various grants.

Administer the Division's grants and coordinate development of scopes of work, budgets, and contract routing/execution in coordination with City staff and grantor agencies. 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 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, and plan for 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 to plan improvements in successor contracts - especially those relating to the Solid Waste Utility. Actively plan for contract changes to address changing conditions. Prepare contract amendments and plan for future contracts and new 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, oversee their implementation, and perform related duties.

Use spreadsheets, databases, and other systems to track information; prepare correspondence and reports as required, maintain accurate work plans and checklists to ensure all work and job functions are completed on time.

Perform clerical duties, including maintaining budget and grant records, making computations to meet grant budgets, compiling accurate support documentation, and communicating with partners and ratepayers. 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 and advocate for ratepayers.

Track and compile invoices and documents for contract and grant records. Prepare grant reimbursement documentation in varying formats. Master grant agency submittal procedures, including use of on-line reporting platforms. Coordinate with grantor agencies on all aspects of various grants. Maintain grant records, making and verifying all arithmetic computations, and tracking information from relevant sources. Maintain assigned records, logs and files; quickly locate materials and information in records and files as required.

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.
• 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.
• Learn, master, apply and explain: policies, procedures, objectives, rules and regulations.
• Handle sensitive data with discretion and handle stressful situations with tact and diplomacy.
• Use independent judgment and decision-making within established policy.
• Take initiative and work independently to complete the duties of the position without continuous direct supervision.
• Interpret scopes of work and contract requirements to ensure excellent services for ratepayers.
• Speak with poise, voice control, and confidence.
• Prepare, maintain, and quickly access a variety of 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, copiers, etc.
• Add, subtract, multiply and divide quickly and accurately.
• Understand and follow oral and written direction.
• Maintain accurate records and files, and access wide-ranging information quickly.
• Communicate effectively both orally and in writing, emphasizing the provision of excellent customer service for a diverse ratepayer base.
• Establish and maintain cooperative and effective working relationships, and resolve conflicts with tact and diplomacy.
• Physically perform all essential job functions.

Environmental Conditions/Physical Effort:

Work is performed in an office environment, with intermittent sitting, standing and walking, and in a field environment for observations and ratepayer support at businesses, single-family and multi-family residences, with intermittent standing and walking. Employee will participate in public education and outreach events, 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.