Public Works Contract Manager

Thank you for considering employment with the City and Borough of Sitka. The following information is provided to give potential applicants awareness regarding the job.

If a range of pay is advertised, starting pay dependent on experience and qualifications aligned with job requirements.

The primary purpose of this position is to coordinate, monitor, and review professional services contracts, construction contracts, and other services agreements for the CBS. This position also provides high-level administrative and management support to the Public Works Director.

Under the supervision of the Public Works Director, the Public Works Contract Manager exercises considerable independent judgment and discretion to perform the employee’s daily duties and responsibilities within department established policies and procedures and any legal requirements.

The Public Works Contract Manager is a management employee who works directly with the Public Works Director and the rest of the management team at the Public Works Department who formulates, determines, or effectuates management policies.

• Prepares bid documents assuring compliance with local, state and federal regulations
• Develops and maintains the department’s bid web site, prepares contract documents, tracks contractor submittals, prepares pay requests and change orders, correlates project expenditures with the Finance Department in accordance with the approved budget, and monitors the performance of the contract
• Prepares financial accounting statement for the department directly from the financial system
• Serves as a liaison between and coordinates with departmental staff and other CBS departments and staffs involved in the contract development and approval process
• Manages procurement issues, including issuing purchase orders and interfacing with vendors for the department as well as for all contracts, including generating material receipts and maintaining an accounting system
• Assists with annual budget process and monitors expenditures, inventories, supplies on a monthly basis within budget guidelines
• Maintains departmental files ensuring security over confidential matters and files and distributing such material only to appropriate sources
• Collects information related to billing, prepares billing request forms and forwards them to the Finance Department
• Prepares and writes correspondence, memorandums, reports, and related materials for the Public Works Director and staff as necessary and requested and distributes official documents to appropriate staff, officials, and departments
• Acts as back up to the PW Office Administrator, when absent, greeting visitors to the department, dispenses information as requested, refers visitors to appropriate personnel, answer questions, hears complaints, takes actions to resolve problems and represents the Public Works Department in a courteous and professional manner
• Collaborates with the Chief Heavy Equipment Mechanic and the Finance Department to develop surplus equipment and materials sales
• Develops and maintains Sitka’s web page informing contractors of available work and application process
• Assists in the management of Federal, State, and local grants and their respective requirements
• Performs special projects as requested by the Public Works Director
• Performs other duties as assigned

• Modern office procedures, including filing systems, and computer equipment and networks
• Governmental purchasing, preparation of contract documents, and bidding procedures
• Standard terminology used in engineering and construction industries
• Local government accounting principles, practices, and procedures
• Municipal purchasing procedures

• Operating a personal computer using standard software applications appropriate to assigned tasks, including Excel, Word, Outlook, and any other customized software
• Dealing with a variety of people with various, and sometimes competing interests, calmly and professionally, even if difficult or upset
• Multi-tasking with strong attention to detail
• General…