The City of Anaheim Public Works Department seeks a highly efficient Part Time Operations Contracts Specialist to oversee the Facility Services Division's contracts administration function. The Part Time Operations Contracts Specialist performs a variety of responsible technical and administrative support work involved in contract administration, development and monitoring of budgets, specifications, contracts, and providing staff support to the Facility Operations Superintendent. The Part Time Operations Contracts Specialist will also conduct Request For Proposals (RFP), administer Master, and On-Call Agreements, and assist with monitoring the division budget.
Candidates must possess two (2) years of responsible work experience including experience in monitoring and administering maintenance contracts supplemented by completion of the twelfth grade and college level course work in public administration, business administration, or a field related to area of assignment. An equivalent combination of experience and education sufficient to perform the essential job functions and provide the required knowledge and abilities is qualifying. Ideal candidates will possess facility contracts administration experience with large volume of master agreements. Government facility contracts administration experience is desirable.
This is a part-time position typically averaging 20-30 hours per week. A minimum number of hours is not guaranteed.
The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices.
When assigned to any position:
Participate in the research, development, and preparation of assigned budget; monitor and approve program expenditures; compile, maintain, and report budget expenditures, funds, and programs.
Respond to public inquiries in a courteous manner; provide information within the area of assignment; resolve complaints in an efficient and timely manner.
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.
Conduct feasibility and cost benefit analysis and audits; research, analyze data and labor market trends, and provide recommendations based on findings.
Prepare administrative studies and research projects as required; prepare statistical data and graphs; assist in the coordination and implementation of approved studies and projects.
Prepare reports and recommendations related to field investigations that impact assigned programs.
Conduct inspections for compliance; receive complaints from facility tenants and coordinate responses related to maintenance issues.
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.
Perform, coordinate, assist, and monitor audits between the City of Anaheim and contractors.
Plan, train, prioritize, assign, supervise, assist, and review the work of part-time interns, clerical staff and contractors.
May serve as rotating duty manager as assigned for the division.
Perform related duties as required.
When assigned to Facility Services or Resort Services Programs:
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.
Compile statistical information pertaining to building maintenance operations; develop and prepare a variety of reports that reflect costs and trends; prepare recommendations on utilization of procedures, methods, and materials used in building maintenance.
Manage the work order system; assign and prioritize work orders for completion; track work orders from start through completion; maintain quality of work.
Act as liaison with Purchasing; review invoices; provide fiscal assistance as needed.
Experience and Education: Two (2) years of responsible work experience including experience in monitoring and administering maintenance contracts supplemented by completion of the twelfth grade and college level course work in public administration, business administration, or a field related to area of assignment. An equivalent combination of experience and education sufficient to perform the essential job functions and provide the required knowledge and abilities is qualifying.
Knowledge of: Principles and practices of public administration; principles and practices of accounting and fiscal planning; principles and methods of statistical analysis including feasibility analysis; principles and practices of budgeting; contract monitoring and administration; methods of research and report writing; principles and practices of purchasing; computerized work order systems and other related computer programs; equipment, building repair procedures; new materials and procedures used in the industry; construction inspection practices and methods; principles of supervision and training; principles and practices of organization and management; principles and practices of data collection; principles of business letter writing; office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases; principles, trends, methods, and techniques used in 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 projects; facilitate repairs and inspections as needed; 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; read and interpret complex construction plans and blueprints; maintain accurate files and documentation; deal assertively and diplomatically with contractors, engineers, property owners, facility tenants, 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; operate office equipment including computers and supporting word processing, spreadsheet, and database applications; communicate clearly and concisely, both orally and in writing; and establish and maintain effective working relationships with those contacted in the course of work.
License/Certification Required: Possession of an appropriate, valid California driver’s license. Driving is necessary for some assignments.
This is a part-time position typically averaging 20-30 hours per week. A minimum number of hours is not guaranteed.
IMPORTANT APPLICATION INFORMATION AND INSTRUCTION
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 Thursday, July 31, 2025 at 5:00PM. 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.
The selection process will consist of a minimum of skills examination and oral interview.
The eligibility list established from this recruitment may also be used to fill the current and/or additional vacancies throughout the City.
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 completed 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.
Communication 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 communications by any other method.
Equal Opportunity Employer
The City of Anaheim offers a range of benefit programs to eligible part-time employees and their eligible dependents. Programs and benefits amounts vary and are based on bargaining unit, family size, hire date, plan selection, and number of hours worked.
To view the current benefits summary, visit:
https://www.anaheim.net/DocumentCenter/View/36803/Benefits-Summary-Part-Time
For additional information about the City's benefits, visit www.myanaheimbenefits.com then click on Part-Time Employees.
RETIREMENT BENEFITS – The City contracts with the California Public Employees Retirement System (CalPERS) to provide retirement benefits. Retirement formula is based on appointment date and membership status with CalPERS.
Part-time eligible employees become members of CalPERS as either Classic or New members.
Part-time employees not eligible for CalPERS are required to participate in the City’s part-time 457 plan, as a replacement plan for Social Security.
To view the current limits and additional CalPERS information, visit:
https://www.anaheim.net/DocumentCenter/View/37234/PT-CalPERS-Rates
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