- Salary
- $46 – $58/hr
- Location
- City of San Luis Obispo, CA, CA, US
- Source
- GovernmentJobs
Description
Help protect San Luis Obispo's treasured open spaces and build a more wildfire-resilient community!
The City is seeking an organized, proactive professional to help implement wildfire resilience, vegetation management, and ecological restoration projects across City open space lands. The ideal candidate enjoys working both in the field and behind the scenes, bringing strong project management, contractor coordination, and problem-solving skills to move complex projects from planning through implementation. On any given day, you might monitor vegetation management work in the field, coordinate with contractors and regulatory agencies, or manage project budgets and grant deliverables, all while helping protect natural resources, improve habitat, and reduce wildfire risk for our community.This is a part-time, temporary position, not to exceed 1,000 hours per year, with no benefits
JOB SUMMARY: Plans, coordinates, procures, and administers maintenance, vegetation management, natural resource management, and other grant-funded City open space projects. Develops requests for proposals, bid documents, scopes of work, and related procurement materials; coordinates vendor selection and contracting; manages pre-construction and pre-project coordination; oversees and monitors contractor performance, schedules, budgets, environmental compliance, and contract and funding requirements; coordinates work among contractors, City staff, regulatory agencies, property owners, and other partners; processes invoices and maintains project records; supports grant administration and reporting; and coordinates project and contract closeout. May also support asset and facilities management, emergency response and recovery, and other departmental programs and projects as assigned.
CLASS CHARACTERISTICS: This classification performs complex contract and project coordination work requiring independent judgment and initiative. The position may manage multiple concurrent vegetation management, natural resource management, and other projects from procurement through completion and closeout. The position serves as a primary day-to-day City contact for assigned contractors and vendors and coordinates closely with consultants, regulatory agencies, funding agencies, other project partners, and City staff from Office of Sustainability and Natural Resources, Fire Department, and Ranger Service.
SUPERVISION RECEIVED AND EXERCISED: Receives general direction from the Sustainability and Natural Resources Manager. May provide project or day-to-day guidance and project and contract direction to operational, contract, or administrative support staff, in consultation with program managers.
EXAMPLES OF DUTIES AND RESPONSIBILITIES:
(Any one position may not include all of the duties listed, nor do the listed examples include all tasks that may be found in positions of this class.)
- Plans and coordinates assigned maintenance, vegetation management, natural resource management, and other projects from procurement through completion and closeout.
- Coordinates formal and informal procurement processes, including solicitation of proposals and bids, vendor communications, proposal evaluation, selection processes, and preparation of contract award recommendations.
- Prepares City Manager and Council Agenda Reports and other documents required to authorize solicitation, award, amendment, and implementation of contracts and projects.
- Coordinates contract development, execution, amendments, purchase orders, insurance and other required documentation in collaboration with appropriate City departments.
- Leads or supports pre-construction and pre-project coordination, including scheduling work; conducting kickoff meetings; confirming access, staging, and site conditions; coordinating required permits and approvals; and ensuring contractors understand contract requirements and project constraints.
- Serves as the City's primary day-to-day contact for assigned contractors and vendors and proactively monitors schedules, work progress, deliverables, and emerging issues to keep projects on schedule and within budget.
- Conducts regular field observations of contractor work and documents progress, quality, site conditions, and conformance with contract requirements, plans, specifications, environmental compliance requirements, grant conditions, and applicable agency requirements.
- Identifies potential deficiencies, schedule delays, conflicts, or other issues; communicates concerns to contractors and appropriate City staff; tracks corrective actions; and elevates technical, contractual, or regulatory issues as needed.
- Organizes and participates in progress meetings with contractors, consultants, City staff, regulatory agencies, funding agencies, and other project partners; prepares meeting materials and tracks decisions, action items, and follow-up.
- Coordinates community outreach activities and acts as a liaison to members of the public about the scope of vegetation management activities being implemented in City Open Space.
- Coordinates project activities with regulatory and resource agencies and other partners to support compliance with permits, environmental requirements, grant conditions, seasonal work windows, and other project requirements.
- Maintains complete and accurate project and contract records, including schedules, progress documentation, field observations, correspondence, photographs, invoices, change documentation, labor and equipment records, and other required information.
- Reviews contractor invoices and supporting documentation for consistency with completed work, contract terms, project budgets, and grant requirements; creates purchase requisitions and coordinates invoice processing.
- Tracks project and contract budgets, expenditures, encumbrances, grant reimbursements, and remaining balances; identifies potential budget issues and supports development of contract amendments or other corrective actions when needed.
- Supports grant administration, including maintaining required documentation, tracking grant deliverables and expenditures, preparing progress and reimbursement reports, and coordinating with funding agencies.
- Coordinates contract and project closeout, including final field reviews, completion of outstanding work, reconciliation of invoices and budgets, compilation of project records, acceptance of final deliverables, and completion of grant and contract closeout requirements.
- Evaluates the effectiveness of existing contracts and recommends or prepares amendments, extensions, scope modifications, or future procurement strategies as necessary.
- Prepares written correspondence, reports, spreadsheets, schedules, presentations, and other materials required to administer assigned projects and contracts.
- Assists the department with flood and wildfire recovery actions, and other emergency work, as needed.
- Performs related duties similar to the above in scope and function as required.
KNOWLEDGE AND ABILITIES:
Knowledge of:
- Basic principles and practices of construction and maintenance project management, including scheduling, cost tracking, field documentation, contractor coordination, and project closeout.
- Principles and practices of effective coordination among contractors, consultants, public agencies, funding agencies, and other project partners.
- Best practices for environmentally sensitive vegetation management, including methods and practices for monitoring contractor performance and documenting work in the field.
- Principles and practices of public contracting, procurement, contract administration, and project coordination.
- Basic principles and practices of grant administration, including expenditure tracking, documentation, reporting, reimbursement, and closeout.
- Basic budgetary, purchasing, invoicing, and financial tracking principles and practices.
- Applicable local, state, and federal laws, regulations, codes, environmental regulations and requirements, and contracting requirements.
- Computer applications related to the work.
- Techniques for making effective public presentations.
Ability to:
- Prioritize, plan, organize, coordinate, and administer multiple contracts and projects from procurement through completion and closeout.
- Coordinate competitive vendor selection and contracting processes consistent with City policies and applicable requirements.
- Monitor contractor performance, schedules, budgets, deliverables, and compliance with contract requirements.
- Coordinate field activities and proactively identify and resolve scheduling, access, logistical, contractual, and implementation issues.
- Read and interpret drawings, plans, specifications, contracts, grant agreements, permits, and regulatory requirements.
- Maintain accurate project, contract, budget, grant, and field records.
- Review invoices and supporting documentation and reconcile expenditures against contracts, budgets, and grant requirements.
- Prepare clear and accurate grant reports, project updates, correspondence, spreadsheets, and other documentation.
- Coordinate effectively with contractors, consultants, City staff, regulatory agencies, funding agencies, community partners, and members of the public.
- Communicate effectively with members of the public about vegetation management activities.
- Interpret, apply, and explain applicable laws, codes, regulations, policies, contracts, and procedures.
- Manage competing priorities, deadlines, and project schedules with limited day-to-day supervision.
- Work independently in office and field environments, including outdoors in varying weather and site conditions.
- Communicate effectively, both orally and in writing, while working in a highly collaborative, team-based environment.
- Establish and maintain effective working relationships with those contacted in the course of the work.
- Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines.
- Work with diverse populations and maintain an inclusive environment.
EDUCATION AND EXPERIENCE:
Equivalent to graduation from a four-year college or university with major coursework in construction management, engineering, environmental science, natural resource management, public administration, business administration, or a related field;
and
Three years of progressively responsible experience in construction, maintenance, natural resource or vegetation management, contract administration, project coordination, grant administration, or a related field;
or
An equivalent combination of education and experience.
Experience administering public contracts is desirable.
POSSESSION AND MAINTENANCE OF:
- A valid California class C driver's license and a satisfactory driving record.
THIS POSITION WILL BE REQUIRED TO COMPLETE THE FOLLOWING BEFORE A FINAL OFFER IS MADE:
- Live Scan Fingerprinting (DOJ)