Operations Contract Specialist

Description Benefits Supplemental Questions
The Fleet and Facility Services Division of the City of Anaheim Public Works Department is seeking a dynamic, motivated, and highly collaborative Operations Contract Specialist. The Operations Contract Specialist will provide an exceptional level of customer service in delivering safe and cost effective facility services. The selected individual will provide competent, consistent and professional services using the following values and expectations:
Exceptional Customer Service ? provides responsive customer care and maintains level of service expectations.
Takes initiative - provides a can-do attitude and values teamwork at all levels
Effectively develops and manages numerous contracts associated with management, service and vendor contracts.
Demonstrates project management skills related to developing project specifications, managing adherence to Purchasing procedures for project procurement, and managing numerous facility rehabilitation projects.
Ensures regulatory compliance with fire/life/safety, environmental, permits and building codes.
Effective use of technologies associated with computerized maintenance management systems.
Serves as an effective communicator ? verbal direction, report writing, computer and presentation skills.
Develops and maintains a proactive culture of safety.
Accountable and transparent budget planning and monitoring.
The Fleet and Facility Services Division provides quality and competitive maintenance services to our customers in a timely, environmentally friendly manner. Under the Department of Public Works, the division operates with the support of a joint Administrative Services staff and Security team.
Fleet Services has a 32-member team, operating out of a 47,000 square-foot, 30-bay repair facility. Fleet Services has an annual operating budget of approximately $14 million and is responsible for purchasing and maintaining all of the vehicles and motorized equipment used by the City of Anaheim.
Facility Services has a 28-member team maintaining more than 200 sites and facilities across the City of Anaheim. Facility Services has an annual operating budget of approximately $14 million and is responsible for maintaining the City's facilities, including administrative buildings, fire stations, parks, libraries, power substations, and related fixtures and equipment. Facility Services also administers the City's Disability and Civil Rights Programs.
Essential Functions:
Initiate, develop and procure vendor and major service contracts.
Prepare specifications and bid packages for the Purchasing Division; review bids and recommend vendor selection for equipment and services; participate in the preparation of service contracts; assist in monitoring contractor and vendor performance.
Prepare specifications and bid packages; review bids and recommend vendor selection; administer and monitor contractor and vendor performance; make cost assessments of proposed services versus ability to perform work in-house; assist supervisory staff in acquisition processes.
Act as liaison with Purchasing; review invoices; provide fiscal assistance as needed.
Coordinate assigned liaison activities with other departments, outside agencies and service providers.
Use Computerized Maintenance Management System (CMMS) software to track resources, compile statistics and information and prepare various reports regarding the management of service contracts and project management.
Respond to public inquiries in a courteous manner; provide information within the area of assignment; resolve complaints in an efficient and timely manner.
Conduct activities required to achieve and maintain regulatory compliance.
Perform a variety of accounting functions for contractor records and City accounts; maintain billing files; prepare reports and recommendations related to contractor records and City accounts; uses the City's AMS purchasing and financial systems.
Performs related duties as required.
At least two years of responsible work experience including experience in procuring and administering maintenance and major service contracts.
Experience with procuring and managing projects.
Knowledge of principles and practices of public administration; accounting and fiscal planning; statistical analysis methods including feasibility analysis; budgeting; contract monitoring and administration; methods of research and report writing; purchasing; computerized work order systems and other related computer programs
Knowledge of business letter writing; office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases; customer service; English usage, spelling, grammar, and punctuation; pertinent federal, state, and local laws, codes, and regulations including City building codes and ordinances and City administrative regulations.
Ability to effectively coordinate multiple facility-related projects; assess and prioritize program needs; research, analyze, and summarize data; prepare accurate and logical written reports; prepare and monitor a budget; conduct and evaluate surveys and special studies; transfer technical knowledge of construction and maintenance into written competitive bid specifications; negotiate contracts; maintain accurate files and documentation.
Ability to deal assertively and diplomatically with contractors, engineers, and the general public; explain applicable City codes and ordinances; work independently, making sound and independent decisions; maintain accurate statistical information; understand legal contractual and lease documents; design bid package specifications and analyze bid packages; evaluate quality, timeliness and costs of contractor/in-house projects.
Professional diplomacy in difficult situations, excellent oral communication skills, presentation skills, customer service and interpersonal skills.
Possession of an appropriate, valid driver's license.
Experience utilizing work order software, such as FAMIS or other equivalent system is desirable.
Certification in Project Management or equivalent college and/or graduate education is desirable.
Supplemental Information:
Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. The deadline for the first review of applications is on Monday, November 21, 2016. Applicants are encouraged to apply early. Applicants that apply after the first review are not guaranteed to be considered for this recruitment. This recruitment may close at any time without notice after the first review date.
Qualified applicants may be invited to a performance exam. Successful applicants will be invited for an oral interview.
Candidates must be specific and complete in describing their qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating "See Resume" is not an acceptable substitute for a complete application.
The successful candidate will be required to undergo a reference / background check (to include a conviction record) and pass a post-offer pre-employment medical examination (which will include a drug/alcohol screening). The City of Anaheim utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization.
Communications regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communication by any other method.

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