Utilities Construction Coordinator

Summary

This position is open until filled.

A first review of applications will take place during the week of April 7, 2025. 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.
If you want to join a hardworking team that shares a commitment to provide top-quality municipal services in a prime North County location, consider a career with the City of Escondido. We have an opening for the position of Utilities Construction Coordinator in our Utilities Department/Wastewater Division. For a complete listing of job duties and qualifications, please refer to the corresponding job description, which can be obtained from the Human Resources Department or downloaded from the City's website.

Summary Description
Under general direction, serves as an assistant on the Utilities/Construction & Engineering staff for various advanced level administrative and technical duties; conducts studies; compiles data; prepares reports on programs and projects; oversees and implements projects to ensure compliance with codes, regulations, and general conditions; represents the department; and maintains appropriate records, files and documents.

Key Responsibilities

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Confers with Utilities management on assignments and tasks relating to organization, development, and improvement of City utility services, functions, and capital improvement projects.

Prepares specifications and contracts; works with contractors and consultants; prepares and processes agreements; schedules and attends pre-construction meetings; develops and provides guidelines for project documentation quality control; ensures compliance with codes and regulations.

Corresponds with contractors, consultants, engineers and internal staff regarding project management and document control, submittals and requests for information (RFIs), forwarding items to the appropriate party for a response, and tracking through completion.

Collects and maintains construction project essential documents, including project bid documents, daily reports by contractors and inspectors, field reports and certified payroll documents; verifies that hours and personnel shown on daily work reports match those reported by the contractor prevailing wage submittals, ensures payment of both the correct wage rate and number of hours worked.

Prepares and tracks project close-out documents, including Council Documents, Notice of Completion and Retention Release from Escrow Accounts.

Tracks construction project budgets, verifies and processes contractor pay requests, prepares and processes contract change orders as necessary, as well as other construction related payables.

Receives, classifies and logs general correspondence into Utilities Construction Records Management system and also maintains system, adding new project files and completes updates as needed.

Tracks time-sensitive contractor submittals and information requests and provides follow-up on any outstanding items.

Generates, compiles and updates data; prepares reports, correspondence, and reimbursement requests for various regulatory agencies, requiring working knowledge of each agency's rules, regulations and potential penalties.

Interfaces with regulatory agencies and contractors to ensure city/contractor compliance pertaining to construction projects.

Researches, prepares correspondence and submits reports to ensure conformity with regulatory rules and regulations.

Works with other department staff on City Council documents for Utilities projects.

Researches, prepares correspondence, and submits reports in response to requests from the offices of the City Attorney and City Clerk.

Maintains contractor payment files and tracks associated budgets.

Responds to various requests for information including: legal issues, public records requests, and contractor/public contract code compliance issues.

Attends various contractor and/or agency meetings as a representative of the Utilities department and on behalf of the Utilities staff; records and transcribes extensive, detailed meeting minutes and produces accurate documentation in a timely manner.

Maintains electronic files for construction projects including plans, specifications, reports, project photos and logs, submittals, O&M manuals, as-built and record drawings.

Provides training to staff in use of computer programs and administrative processes; may exercise supervision over support staff, as needed.

Provides vacation and temporary relief as required.

Performs related duties as assigned.

QUALIFICATIONS
Knowledge of:

State, Federal and local laws, rules and regulations regarding public construction projects with a special emphasis on water and wastewater systems.
Terminology, both relating to construction and water/wastewater.
Modern and complex principles and practices of project organization and coordination.
Methods and techniques of research, analysis, and reporting.
Recent developments, current literature and information related to water and wastewater system regulations and construction practices.
Principles and practices of customer service, especially relating to the unique demands of working with contractors and an understanding of the quick response times required when a construction project is underway.
Office procedures, methods, and equipment including computers and related software applications.
Principles and procedures of record keeping and purchasing.
Principles of business letter writing and basic report preparation.
English usage, spelling, grammar, and punctuation.

Ability to:

Read, interpret and apply a variety of laws and regulations related to construction of public projects, especially for water and wastewater systems.
Conduct research, interpret and compile data, and prepare complete and accurate analyses, plans, reports, and recommendations.
Ensurecompliancewithappropriatewaterandwastewatersystemspracticesand regulations.
Read and interpret plans, specifications, engineering maps and drawings.
Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Understand, interpret, and apply general and specific administrative and departmental policies and procedures as well as applicable federal, state, and local policies, laws, and regulations.
Prepare clear and concise oral and written reports and assist in presenting them.
Operate and use modern office equipment including computers and supporting software including the ability to manipulate data and complete searches of project logs.
Coordinate a variety of complex tasks and assignments simultaneously, while being attentive to minute details.
Adapt to changing technologies and learn functionality of new equipment and systems.
Work independently in the absence of supervision.
Effectively represent the City to outside individuals and agencies to accomplish the goals and objectives of the unit.
Work cooperatively with other departments, City officials, and outside agencies.
Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, contractors, City staff, or other agencies on sensitive issues in area of responsibility.
Demonstrate an awareness and appreciation of the cultural diversity of the community.
Communicate clearly and concisely, both orally and in writing.
Independently prepare correspondence.
Establish and maintain effective working relationships with those contacted in the course of work.

Minimum Requirements

Education/Training:
Associate of Arts degree from an accredited college or university with major course work in engineering, business administration, public administration, or a closely related field.

Experience:
Three years (full-time equivalent) of professional work experience in the construction management field. Experience in construction of public projects, especially in water and wastewater, is highly desirable.

Additional qualifying experience may be substituted for the required education on a year-for-year basis.

License or Certificate:
Possession of an appropriate, valid California driver's license.

Supplemental Information

NOTE: For a complete listing of job duties and qualifications, please refer to the corresponding job description, which can be obtained from the Human Resources Department or downloaded from the City's web site. The City of Escondido is committed to a drug and alcohol free workplace. All applicants will be subject to fingerprint investigation before a conditional offer of employment is extended. A pre-employment medical examination will be conducted following a conditional offer of employment for all positions. Safety sensitive positions will include a pre-employment drug screen. Positions subject to the Department of Transportation (DOT) regulations will be subject to DOT pre-employment drug testing and random drug and alcohol testing.

SELECTION PROCEDURE

Applications will be screened and the most qualified candidates will be invited to appear for testing. All positions require the ability to read, write and speak English. Types of tests may include written and/or oral examination, physical agility, practical exam or other appropriate job-related selection process. When testing is completed, candidates will be ranked on an eligibility list in the order of their test score. Selection for appointments is made from names certified on the eligibility list.

All appointments are subject to the successful completion of background investigation including LIVESCAN fingerprinting, and will be required to submit verification of the legal right to work in the United States. Qualification by a medical examination will be required at the time of appointment. After appointment, classified employees must satisfactorily complete a probationary period to be eligible for regular status. In accordance with the Immigration Reform and Control Act of 1986, all new employees must produce proof of eligibility to work in the United States within the first three days of their employment. The City of Escondido participates in E-Verify®.

The Loyalty Oath will be administered to all new employees on their first day of hire. New employees hired into positions that require a driver's license must provide proof of a valid California Driver's License of the appropriate class level on their first day of employment.

Additional information regarding the essential functions and physical, environmental and communication demands of the position may be obtained from the Human Resources Department. If you require reasonable accommodation in the testing process, such as an alternate means of testing, you must contact the Human Resources Department by the final filing date to complete a Request for Reasonable Accommodation form. The provisions of this bulletin do not constitute an express or implied contract. Any provision contained in this bulletin may be modified or revoked without notice.

Note: Pursuant to California Civil Code section 1786.53, the City of Escondido shall provide to all job candidates a copy of any records of arrest, indictment, conviction, civil judicial action, tax lien or outstanding judgment which was obtained in the course of conducting an evaluation for employment, assignment, and/or promotion. A copy of this information, if received by the City, will be given to candidates within seven days of the City's receipt.

VETERANS' PREFERENCE

Eligible individuals are those who meet the following criteria:

• Served in the U.S. armed forces
• Received an honorable discharge
• Did not retire from military service
• Seeking employment with the City of Escondido for the first time.

Guard and Reserve active duty for training purposes does not qualify for veterans' preference. Proof of eligibility (copy of DD-214) must be submitted at time of application, or later if the promulgation of the eligibility list will not be delayed. Veterans' preference credit will only be applied to eligible applicants who attained a passing grade (total score exclusive of credit) on the final open examination.

ABOUT OUR CITY
The City of Escondido is a prominent agricultural, commercial hub and residential center of North San Diego County. Located a short 30-minute drive from the beach, the mountains or downtown San Diego, Escondido residents enjoy the pleasure of a rural lifestyle with all the benefits of suburban living. Escondido is a diverse, vibrant community with many amenities. The city offers attractive homes in a wide range of prices, two lakes, several parks, a sports center, golf courses, restaurants, wineries, shopping centers, a variety of art galleries, entertainment venues, and a state of the art hospital. Established in 1888, the city's rich past brings charm and stability to the community; yet integrated with Escondido's treasured heritage is a progressive future, bright and brimming with promise.

EOE The City of Escondido does not discriminate on the basis of race, color, religion, disability, sex, age, national origin, or sexual orientation. We will attempt to reasonably accommodate applicants with disabilities upon request.

The City of Escondido offers a comprehensive benefit package including vacation, holiday, and sick leave as well as medical, dental, vision, and life insurance.

The Benefits of Choice program offers you a range of benefits. You choose the coverage that is right for you, your family and your budget. Read this e-Guide for an overview of your options, with links to additional details and forms.

For a more detailed overview of this benefits package, please visit the Administrative / Clerical / Engineering Benefit Summary.

Closing Date/Time: Continuous

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• City of Escondido

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