Overview

$54,888.00 – $66,720.00 Annually

JOB SUMMARY
This position works under the direction of the Public Works Director and Town Manager.
Under general direction, the Public Works Administrative Manager manages the support
services of the Public Works Department and serves as a Project Manager for Town
Infrastructure Projects. Responsibilities include managing the department’s records and
communications functions, coordinating various administrative and staff functions of various
support service units within the Department of Public Works; supervision and evaluation of
employees, assisting the department’s budgeting and purchasing activities, and serving as a
member of the department’s management team with assistance in policy development and
collective bargaining.
Project management includes management and oversight of all phases of infrastructure and
facility projects, including Capital Improvement Programs (CIPs), as well as ongoing
maintenance and operations as required. Duties include ensuring completion within authorized
project budgets and schedules and conforming to project scope and permit conditions.
In the absence of the Public Works Director, position may require fulfillment of various Director
duties. Position requires independent use of judgment and independent decision making while
representing Town objectives and policy.

SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from Director of Public Works and Town Manager.
Direct supervision over managerial, technical and other staff within the Public Works
Department as assigned.

ESSENTIAL DUTIES
Essential and other important responsibilities may include, but are not limited to, the following:
• Administers, plans, organizes and directs the activities of various support functions
within the Public Works Department, including budgeting, financial reporting, office
automation, office technology and information systems, contracting, material control,
facilities and equipment management, and personnel management and training; selects,
assign, trains, supervises and evaluates subordinate personnel, including supervisory
staff; coordinates disciplinary action as necessary.
• Coordinates and assigns work activities of Public Works Staff, other Town
departments and outside agencies as appropriate; prioritizes needs and requests for
service; advises Department staff on support service functions.
• Participates in the development of short- and long-range plans to meet
Department needs; reviews, analyzes, and recommends changes to organizational
policies, procedures, practices, services, finances, ordinances and other activities as
appropriate.
• Prepares and reviews a variety of correspondence, reports and other materials;
prepares recommendations for consideration by the Director.
• Serve as Budget Coordinator to prepare division budgets (Water, Sewer, Streets and
Collections, Urban Forestry, Garbage, Buildings, Capital Improvement Program (CIP)
Plan); review and approve all coded invoices and purchase orders; review monthly
expense reports; and maintain spending within approved amounts.
• Assist in policy development for City functions, services, and personnel, including
management input for matters of collective bargaining. Position includes performance
evaluation of employees; ability to impose disciplinary action of written reprimand and
effectively recommend increased disciplinary actions and probationary status; and
provide input in hiring decisions. Maintains confidentiality on matters requiring
discretion.
• Serve as the Assessment District Coordinator to prepare annual budgets for Town
benefit assessment districts (BADs); prepare annual budgets for street tree
maintenance districts (LMDs); review monthly expense report; maintain spending
within approved amounts; track maintenance performed for each district; and prepare
maintenance budget for each new BAD formed.
• Serve as Personnel Program Coordinator to advertise and recruit for vacant positions;
conduct testing and schedule interviews; reference checks for successful candidate;
and track evaluation dates, continuing education hours and certificate expiration
dates.
Public Works Administrative Manager
Job Description
• Serve as Development Coordinator to track payments of Plan Check and Inspection Fees
on new projects; coordinate/schedule walk-throughs for initial acceptance and
warranty expirations; prepare and distribute punch lists to developers and Town
departments; code project invoices; schedule project pre-construction meetings; and
monitor subdivision tract acceptance and warranty dates.
• Prepare and coordinate departmental items for Town Council Agenda.
• Serve as RFP Coordinator for the preparation of RFPs and contracts for construction and
services and to coordinate advertising and distribution of plans and specifications.
Plans, directs, organizes, and controls construction projects including project budgets
and timelines. Assesses risks associated with each project. Along with peers and
supervisor, manages the Lakeview’s CIP program; responsible for the delivery of
projects from initial concept through close out, including budgeting, planning, contract
negotiation, permitting, and construction. Ensures completed project meets deliverable
objectives.
• Defines and programs project elements and scope, develops bid documents, and
provides direct project management oversight by working with consultants, staff,
tenants, and other project stakeholders.
• Develops and maintains relationships with contractors to assist with project activities, as
appropriate, and ensures the contractor adherence to safety programs and insurance
requirements.
• Monitors project control activities including contract administration, construction
schedule, project cost, construction document interpretations, project submittals and
RFIs. Monitors project budgets, prepares cost projections, and as required, provides
periodic status reports.
• Monitors project costs to ensure they are within the authorized budgets and delegated
authorities.
• Manages construction activities as they impact stakeholders and facility operations to
ensure continuity of operations during construction.
• Negotiates and reviews proposals submitted by consultants/contractors and
recommends awards.
• Reviews consultant work products to ensure deliverables meet project scope
requirements and as requested, summarizes and transmits to the management team.
• Coordinates all permitting and environmental reviews associated with each project with
the Environmental Specialist.
• Reviews and approves of contractor and consultant payment applications, change
orders, and requests for substitution.
• Develops and maintains relationships with contractors to assist with project activities, as
appropriate, and ensures the contractor adherence to safety programs and insurance
requirements.
Public Works Administrative Manager
Job Description 12-23-2020 Page 4 of 6
• Monitors project control activities including contract administration, construction
schedule, project cost, construction document interpretations, project submittals and
RFIs. Monitors project budgets, prepares cost projections, and as required, provides
periodic status reports.
• Reviews and approves of contractor and consultant payment applications, change
orders, and requests for substitution.
• Prepares and presents reports, resolutions, or other legal documents, as required, at
public meetings and answers questions from public and Commission.
• Prepares schedules, cash flow projections, project status reports/performance
indicators, and costs estimates, as required.
• Keeps project databases, payment systems, and project files up to date.
• Responsible for department’s DMV Pull Notice Program.
• Serve as the department’s Safety & Training Coordinator to monitor department safety
program; provide training as appropriate; develop and implement needed safety
policies as circumstances warrant; schedule continuing education and training classes
for all employees.
• Assists the Director of Public Works to negotiate and purchase land, right-of-way and
public utility easements for Town projects.
• May serve on committees; may represent the Department to other departments,
agencies, community groups and/or the general public; participates in meetings,
conferences, workshops, trainings, etc., as assigned. This also may include attending
Town Council meetings as needed.
• Perform related duties as assigned.
Class specifications are intended to present a descriptive list of the range of duties performed
by employees in the class. Specifications are not intended to reflect all duties performed within
the job.

MIMIMUM QUALIFICATIONS
Knowledge of: Principles and practices of public administration including supervision,
management, accounting, budgeting, finance, organizational planning/analysis, statistical
analysis, research methods, records management and report writing; complex budgeting
techniques utilizing diverse funding sources; modern office automation and information
systems equipment and procedures; general responsibilities, rules and regulations pertaining
to local government agencies, including a Public Works Department.

Ability to:
• Plan, organize, direct and administer the support operations and functions of a large,
complex public works department.
• Ability to maintain accurate and proficient performance of duties.
• Apply the principles practices, methods and techniques of public administration,
management analysis, and human resources management to solve problems of unusual
difficulty related to management and administration.
• Develop sound fiscal strategies that anticipate problems and propose solutions.
• Manage a variety of administrative operations, functions and projects.
• Interpret and apply law, rules, regulations, policies and procedures related to the
operation of a public works department.
• Establish and maintain effective working relationships with others including department
heads, officials, employees and other outside City government.
• Communicate effectively, clearly and concisely, both orally and in writing.
• Demonstrated proficiency with office equipment and computer programs including
Microsoft products (Word, Excel, & Outlook), and other applications.

 

REQUIRED EXPERIENCE AND CERTIFICATION(S)/DEGREES:
Education: Bachelor’s Degree from an accredited college or university with a Major in public or
business administration, economics, accounting or a closely related field.
Experience: Five years of increasingly responsible managerial, fiscal, and/or administrative
work as related to public works administration and managing multiple infrastructure and capital
improvement projects. Experience must demonstrate skills in leadership, independent project
management, and management of multi-discipline engineering teams and consultants including
two years that included significant budgetary preparation and analysis at a supervisory level.
Public sector experience is preferred. Possession of a bachelor’s degree in public or business
administration or a closely related field may be substituted for one year of supervisory
experience.
Driver’s License: Maintain possession of a valid Class C Oregon Driver’s License and have a
satisfactory driving record as a condition of employment is an essential function of the position.

NECESSARY SPECIAL REQUIREMENTS
• Must be 18 years of age or older.
• Must successfully pass a background check, and reference check.
• Must provide proof of legal right to work in United States through proper verification
process.

PHYSICAL REQUIREMENTS
Environmental Conditions: Office and field environment.
In the commission of this job the incumbent must have the physical ability to perform all
essential job functions including:
1. Ability to hear, speak, and understand the spoken English word.
2. Ability to read and understand directions in English.
3. Ability to sit at and use a computer workstation for prolonged periods of time.
4. Ability to stand, work, and drive throughout the day.
5. Ability to see and adjust focus at close distances.
6. Ability and dexterity to operate a computer keyboard and a numeric keypad by touch.
7. Ability to travel to from work city to work cite.
8. Occasional ability to lift, carry and put away parcels weighing up to 25 pounds.
The Town of Lakeview is an equal opportunity employer and does not unlawfully discriminate
based on any protected classes. It provides reasonable accommodations to qualified
individuals with disabilities when needed to enable the individual to perform the essential
duties and meet the essential requirements of this position. Reasonable accommodations are
evaluated on an individual basis in accordance with applicable law. For more information or if
you believe you need a reasonable accommodation, contact Human Resources or your
Department Head.
This job description does not constitute an employment agreement between the Lakeview and
Employee and is subject to change as the needs of the Lakeview and requirements of the job
change. The position is “at-will.”

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