Contract Monitor

Employees in this class are responsible for administering terms of contracts and/or grants that relate to specialized activities within one of various city departments. Work is of more than average difficulty and involves monitoring the performance of City contractor(s) and the city as appropriate. Employees review work that is performed daily, while in progress and/or upon completion, as well as records and reports, to ensure terms of contracts and/or grants are met. Employees coordinate with contractors on complaints received and appropriate action taken. Under general supervision, work involves public contact requiring the exercise of tact and courtesy and may involve determining composition requirements for contracts and/or grants. Reasonable initiative and independent judgment are required in interpreting rules and regulations. Work is reviewed in progress and upon completion, through observation, reports submitted, and results obtained

Monitors contracted activities to ensure that terms of the contract(s) are met; acts as liaison between contractor(s) and the department’s administrative office and represents the division as required; receives complaints relative to contract area(s) and/or contractor performance and takes appropriate action; may make regular field reviews of work in progress and determines if contract’s guidelines have been completed in accordance with contract(s) and department policies.

May compose or assist in the composition of a variety of contract and/or grant documents, utilizing correct legal terminology and format; prepares and maintains necessary documentation; reviews progress reports prepares written reports.

(Solid Waste) Monitors a variety of moderately complex refuse collection activities including residential, commercial, special trash services and recycling routes; investigates vacancies, claims of lack of service by customers and coordinates with contractor(s) requests for re-surveys at commercial establishments; determines whether correct charges for business places and apartment houses are being charged and/or paid, according to volume of refuse and number of units; checks for new expansion in area, as well as for illegal trash piles and special pick-ups; coordinates with Code Enforcement Inspectors assigned to the contracted areas on follow-up required; advises contractor(s) and administrative offices of customers to be contacted for service changes, expansion or general advice; works with and in support of the solid waste inspectors.

(Neighborhood Enhancement) Monitors work of contractors in parkways, medians, vacant lots, interstates, thoroughfares, and Parks and Public Works lawn maintenance areas to ensure that provisions of contracts are adhered to; reports satisfactory and unsatisfactory work to supervisor; submits work orders and meets with contractors to discuss problems and requests; responds to service requests and complaints; participates in preparing legal documents in correct terminology; attends pre-bid meetings to discuss technical specifications in contract; administers the terms of maintenance contracts; coordinates work not specifically referenced in contracts; works with and in support of the division supervisors assigned to contract areas.

(Planning & Development) Assists in writing sub-recipient grants for various state or federal grants to be administered by the department; monitors contracted activities to assure compliance with various grantor requirements, both by the city and independent contractors; ensures terms of contracts are met; identifies properties acquired, rehabilitated, renovated, repaired or converted through grant monies and checks for city compliance with use and maintenance standards; reviews sub-recipient requests for reimbursement; examines expenditure items to ensures costs are allowable under grant provisions and that appropriate underlying documentation is maintained; monitors percentage of monies utilized for administrative costs versus other costs to ensure operation within the prescribed grant amounts; writes narratives explaining and answering questions regarding content and meaning of documents.

(Parks and Recreation Forestry Division) Monitors work of tree contractors in parkways, medians, rights-of-way, and Parks to ensure that provisions of contracts are adhered to; reports satisfactory and unsatisfactory work to supervisor; submits work orders and meets with contractors to discuss problems and requests; responds to citizen service requests and complaints; diagnoses tree insect/disease problems; evaluates tree structure; participates in preparing legal documents in correct terminology; attends pre-bid meetings to discuss technical specifications in contract; administers the terms of tree maintenance contracts; coordinates work not specifically referenced in contracts; schedules contracted projects with the Site Supervisor/s and Services Crew Leaders; works with and in support of the division supervisor/s.

Performs related work as required.

Knowledge of: standard office practices, procedures, and equipment; effective customer service practices and techniques; office records keeping practices and methods; business English, grammar and composition; methods, materials, techniques and equipment used in a variety of refuse removal activities or in the cleaning and care of parkways and medians as appropriate for the job, including knowledge of the city, its geography and street networks (solid waste; clean city). Knowledge of: computers and various software programs including word processing and spreadsheets.

Skills in: occupational hazards and safety precautions were appropriate.

Ability to: read, comprehend, interpret, and apply contract and grant requirements; conduct research and analytical activities; work independently and as a member of a team; manage and prioritize work effectively to meet reporting deadlines; establish and maintain effective working relationships with city employees, the general public, and with representatives of contractors and/or grantors; prepare oral and written reports; understand, interpret and effectively carry out written and oral instructions; maintain records and prepare concise oral and written reports; read and interpret landscape and irrigation plans where appropriate.

Mostly sedentary, indoors, requires extended use of computer, typing and viewing a monitor.

Graduation from an accredited college with an associate’s degree in business, accounting, urban forestry, natural resources or a related field and two (2) years experience in contract or grants writing and/or monitoring as appropriate to the job

Possession of a valid driver’s license;

Evaluation of education and experience. Drug testing is included in all pre-employment processing.

Employees may be required to work rotating shifts, including nights, weekends, holidays and overtime as needed. During periods when the Mayor issues an emergency declaration for the City of Tampa, all employees may be required to work in preparation, response or recovery activities related to the stated emergency.

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