PUBLIC WORKS PROGRAM COORDINATOR

Salary : $42.09 - $51.16 Hourly

Location : Perris, CA

Job Type : Full-Time

Job Number : 2024-00022

Department : Public Works

Division : Special Districts

Opening Date : 09 / 20 / 2024

Closing Date : 10 / 4 / 2024 11 : 59 PM Pacific

DEFINITION

• Under direction, to perform highly responsible professional and analytical work in the formation, annexation, and administration of special districts;
• oversee maintenance operations for landscape installations at city facilities, general fund streets, flood control, and landscape maintenance districts;

to conduct field inspections of City-maintained areas; and to provide technical and administrative support to the Capital Improvements Project Manager.

SUPERVISION EXERCISED

Exercises direct supervision over contractors, and technical and functional supervision over lower-level staff.

EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES

Plan, organize, and coordinate with contractors, developers, City staff, government agencies, and other stakeholders regarding the programs, activities, and functions of the maintenance and renovation of flood and landscape zones and the process and timing involved in annexation, formation, and administration of special districts.

• Serve as initial contact / resource person for landscape zones, flood zones, and special districts; respond to complaints and requests for information and assistance;
• interpret and explain regulations, procedures, policies, systems, rules, and precedents in response to inquiries and complaints from the public, City staff, representatives of other organizations, and others;
• research and gather information to provide accurate answers and information; refer questions or issues to appropriate City staff;

ensure follow up to inquires.

Track and monitor documents, maps, notices, signatures, and recordings, (CFD's, PPFA's, AD's) through annexation or formation completion;

distribute adopted special district information and annexation information, such as maps, reports, and resolutions to applicants, appropriate City departments, government agencies, and other related parties.

• Implement repair, upgrade and retrofit infrastructure projects including, the preparation of Request For Proposals (RFP) and Request For Quote (RFQ), in compliance with City codes for professional design, engineering consulting, and maintenance contract services;
• supervise and coordinate the activities of consultants during design; prepare bid documents and project specifications; follow City procurement procedures;

develop and recommend award of contracts; and conduct construction management.

Maintain special district parcel data base, files, maps, communications, and documents needed for processing; develop forms and instruction sheets;

reconcile special district parcels to levy process and tax assessment; review and calculate developer deposit refund, reimbursement, and / or fees.

Compile manuals for each zone with information regarding costs, work order jobs, utility meters, and account numbers; track costs on a job cost basis;

update job work orders and processing of job cost accounting of labor hours; document facility acceptance.

Monitor and coordinate contracts for compliance with terms; conduct field inspections to monitor contract work in progress for irrigation and landscape maintenance, tree trimming and removal.

• Coordinate with other divisions and / or departments to update shared facility resource lists and account numbers to be charged, including street lights and traffic signals to ensure each zone pays for its share of benefits;
• review and / or code ongoing invoices for materials and labor to the proper special benefit zone; update job work orders and processing of job cost accounting of labor hours;
• review special district maintenance and allocation of resources and manpower; review ongoing expenditure reports; assist with feasibility analyses;

prepare and update policies and procedures for the areas of responsibility.

Conduct surveys, studies, and research; prepare a variety of reports; conduct routine cost benefit analyses involving a limited number of variables.

Coordinate with webmaster making information available on the web regarding special districts; prepare and update special district information sheets and disclosure information for distribution to local real estate agents, escrow companies, and other parties.

Monitor, assist and / or oversee the Development Services related functions within the Public Works Department; coordinate the review of land use entitlement proposals for private developments;

participate in, or oversee, the writing of conditions of approval for commercial, residential, and industrial development.

Monitor, assist and / or oversee the off-site landscape plan check services for private development including coordination with the City's Development Services Department;

review and evaluate the work of third-party consultants and City staff providing off-site landscape plan check services for new development.

Monitor, assist and / or oversee the acceptance and turnover of new developments into the Landscape, Lighting and Flood Control Districts including coordination with the City's Development Services Department for the review and conditioning of Temporary Occupancy Permits (TCO) and / or issuance of final Certificates of Occupancy (C of O's).

Monitor and / or oversee the work of administrative staff and field inspectors involved in project walks, start and end of annual maintenance periods, delivery of turnover materials and utility information, creation of bid documents and award of new maintenance contracts in compliance with City procurement procedures.

OTHER JOB RELATED DUTIES

Perform related duties and responsibilities as assigned.

JOB RELATED AND ESSENTIAL QUALIFICATIONS

Knowledge of :

Principles and practices of administering contract services including contract service planning, development of RFP / RFQ, proposal review, and monitoring service levels after contract award.

Methods of estimating time, labor, materials, and equipment necessary to complete assigned construction and maintenance projects.

Principles and practices of landscape maintenance.

Organizational and management practices as applied to the analysis, evaluation, development and implementation of assigned programs, policies and procedures.

Pertinent Federal, State and local laws, codes and regulations.

Research and reporting methods, techniques and procedures.

Sources of information related to the broad range of programs, services, and administration relevant to the areas of assignment.

Principles of business letter writing.

Principles of procurement practices in a municipal setting.

Business arithmetic and basic financial and statistical procedures.

English usage, spelling, vocabulary, grammar, and punctuation.

Public relations techniques.

Modern office procedures, methods and computer software and hardware.

Principles and procedures of record keeping.

Safe driving principles and practices.

Skill to :

Operate modern office equipment including computer equipment and software.

Operate a motor vehicle safely.

Ability to :

Schedule and coordinate projects; set priorities; adapt to changing priorities.

Plan, direct, and evaluate the work of third party contractors to ensure contract compliance and appropriate service levels.

Analyze and evaluate the programs, policies, and procedures relevant to the areas of assignment.

Prepare clear and concise correspondence and reports on a variety of contract issues.

Understand the organization and operation of the City, department, and outside agencies as necessary to assume assigned responsibilities.

Conduct research on a wide variety topics, interpret findings, and make recommendations.

Effectively administer the wide variety of assigned programs and administrative activities.

Plan, organize, and carry out assignments from management staff with minimal supervision and direction.

Interpret and apply Federal, State, and local policies, procedures, laws and regulations.

Monitor assigned contract budgets.

Interpret and apply contract policies and procedures.

Communicate clearly and concisely, both orally and in writing.

Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

MINIMUM QUALIFICATIONS

Experience :

Two years of professional experience in contract administration and / or coordinating construction or capital improvement projects.

Training :

Bachelor's degree from an accredited college or university with major course work in public administration, business administration, construction management, or a related field.

License or Certificate :

Possession of an appropriate, valid driver's license and insurability at regular rates for the City's automobile insurance.

Special Requirements :

Essential duties require the following physical skills and work environment :

Ability to sit, stand, walk, climb, and lift 10 lbs.; exposure to outdoors, ability to travel to different sites and locations; availability for on-call.

Holidays : The City observes fifteen (15) holidays per year.

Vacation : Accrual of eight (8) hours of vacation per month of service for years one (1) through five (5) of employment (maximum of 300 hours accrual).

Paid Leave : Eight (8) hours of sick leave per month of service (maximum of 340 hours accrual). Other leaves provided include bereavement (up to 5 days) and jury duty leave.

Retirement : Retirement benefits shall be provided at 2% @ 60 PERS retirement formula for existing PERS members or 2% @ 62 for new hires entering the CalPERS system for the first time (pursuant to the City's contract with PERS and as required by law).

The employee is responsible for the full member contribution.

Health Benefits : The City shall pay the median amount of all medical insurance offered for medical insurance premiums (currently $2,190.

92 per month) employee and dependents.

Dental / Vision : The City's dental plan pays up to two hundred ($200.00) dollars per month of the premium for either the Dental HMO or PPO.

The City also provides vision-care reimbursement up to eight hundred fifty ($850.00) dollars.

Life Insurance : The City provides a life-insurance policy of $50,000 to each full-time employee.

Flexible Spending Account : The City provides a pre-tax Flexible Spending Account (FSA) for medical expenses and a pre-tax Flexible Spending Account (FSA) for dependent care expenses.

Educational Incentive : The Educational Incentive Pay is amended to allow any bargaining unit employee who holds a verified Master degree from an Accredited University, who's current position's classification specification does not require a Master degree as a minimum qualification, to be eligible to receive a seven (7%) percent educational incentive pay to his / her base salary hourly rate;

except if currently receiving a 5% education incentive pay for a bachelor degree, in which case employee would receive an additional two (2%) percent incentive pay for a Master degree.

Also, any bargaining unit employee who holds a Doctorate degree from an Accredited University will be eligible to receive a two (2%) percent educational incentive pay increase to their base salary hourly rate.

The maximum cumulative educational incentive pay for Bachelor, Master and Doctorate degrees shall not exceed nine (9%) percent.

Certification Incentive Pay of two (2%) percent of base salary is available for any eligible bargaining unit employee who holds a City approved professional certification, up to a maximum of two (2) completed professional certifications, effective retroactive to July 11, 2021.

Bargaining unit employees currently receiving Educational Incentive Pays for formal degrees (Bachelor, Master, and Doctorate degrees) shall not be eligible for the Certification Incentive Pay.

Bilingual Compensation : Bilingual compensation is available for oral and written translation for those employees whose duties include enforcement, public counter or reception responsibilities, as needed and on a case by case basis.

Premium pay varies from ($125.00 - $150.00) per month.

Educational Reimbursement : The Educational reimbursement program consists of full reimbursement up to the limit of two thousand five hundred ($2,500.

00) dollars per fiscal year, per eligible employee. Specific courses, degree and certificate programs require pre-authorization by the City Manager's Office.

The information provided in your application must support your selected answers in the supplemental questions. The information you provide will be verified and documentation may be required.

Please be as accurate as possible. You may be asked to demonstrate your knowledge and skills in an assessment or during an interview.

By completing this supplemental questionnaire, you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may eliminate you from consideration.

Responses such as, see resume or see application will not replace questions requested to be answered.

• Yes, I understand and agree
• No, I do not agree

Do you have two years of professional experience in contract administration and / or coordinating construction or capital improvement projects?

How many years of work experience in landscape and irrigation do you possess?

• Less than 1 year
• 1 - 2 years
• 3+ years
• None of the Above

How many years of work experience do you have in the field of land use planning and writing conditions of approval for new development entitlements?

• Less than 1 year
• 1 - 2 years
• 3+ years
• None of the Above

How many years of work experience do you have preparing Request For Proposals (RFPs) and project specifications?

• Less than 1 year
• 1 - 2 years
• 3+ years
• None of the Above

From the list below, please select all the areas in which you have work and training experience :

• Special district (special tax zone) formation
• Annual levy process including budgets

Which types of government agencies have you worked for? (Check all that apply)

• City
• County
• State or Federal Government
• Public Education
• Tribal Government
• Not Applicable

Do you have a bachelor's degree from an accredited college or university with major course work in public administration, business administration, construction management, or a related field?

Please indicate the highest level of education that you have completed :

• High School Diploma or Equivalent
• Bachelor's Degree
• Master's Degree
• Doctorate Degree
• None of the above

Required Question