Capital Projects Coordinator, Assistant

Seattle Parks and Recreation (SPR) is a national leader and innovator in the services and programs we provide to our residents who enjoy our public spaces such as parks, community centers, specialty gardens and swimming pools. Our mission is to equip employees and the public for well-being as we support healthy people, a thriving environment and vibrant community. We provide safe and accessible spaces for residents and visitors to work, recreate, rejuvenate, and enhance quality of life and wellness for children, teenagers, adults and seniors. Delivering excellent customer service to all is a core value. 

Seattle Parks and Recreation commits to advancing equity and social justice in our department and in every neighborhood by growing a dynamic and diverse workforce, developing strong investments, growth opportunities and beneficial partner strategies as we acknowledge and pledge to close disparities created by historical practices which often hindered workforce development, environmental justice, access to quality open spaces, programs, and facilities.

SPR offers an amazing array of career opportunities. Regular employees enjoy competitive pay and benefits packages, generous leave programs, and the satisfaction of doing work that helps make Seattle a great place to live, work, and play.

About the Position:
Seattle Parks and Recreation is seeking an individual to join the Engineering, Design, and Technical Services Group, within the Planning and Capital Development Branch of the Seattle Parks and Recreation (SPR) Department. This position requires a basic knowledge of engineering and architectural design principles, practices and procedures as well as Public Works Construction Administration procedures. The assistant Capital Project Coordinator will review, comment, and assist on project manual specifications, contract documents, and project accounting estimating techniques, methods and practices of project management. Guidelines available include laws, rules, regulations and codes associated with public works construction and general construction industry standards and practices. Judgement is exercised in scheduling and coordinating activities between various parties and planning specific aspects of a project. The individual selected for this position will assist with maintaining Seattle Parks and Recreation specifications to meet Federal, State, and City requirements, be a primary liaison between FAS Purchasing and Contracting (PC), SPR Accounting, and SPR Project Managers. This position will utilize several proprietary software platforms. Training will be provided for any successful candidate. Below is a partial listing of responsibilities.

• Report to the Engineering Manager and supports the Engineering, Design, & Technical Services group, Program Managers, and Capital Projects Coordinators with all aspects of Public Works construction contracts. 
• Maintain general conditions and department specifications to meet Federal, State, and City requirements. Process, review, and monitor Public Works contracts and forms (Design-Bid-Build, Emergency and Job Order Contracting (JOC) from bid development through project close-out. 
• Administration of projects in Procore. 
• Support Management in Division hiring, tracking, and reporting. 
• Primary administrator of Stage Gates and Cash Flow processes (Procore, SharePoint, Adobe Sign). 
• Project Intake and scheduling of design reviews (60%, 90%, near-100%, and Final stages using Bluebeam). 
• Create and maintain an electronic database of review requests (Capital Projects, Revocable Use Permits, Interdepartmental Circulation reviews, and miscellaneous emergent review needs). 
• Review specifications and drawings as required. 
• Responsible for gathering and recording decision in design review meetings. 
• Develop, process, manage City documents for bidding, contract execution, pay estimates, change orders, invoices, and project close-out in accordance with City and State requirements. 
• Manage an online contract bidding system (Procureware). 
• Manage archival of contract documents and drawings in accordance with the State and City requirements. 
• Archival of Capital Improvement Projects in accordance with City and retention requirements. 
• Establish cost-savings procedures for projects and office supplies under contracting, social justice, and accounting guidelines. Work with vendors to reduce cost while maintaining quality. 
• Attend public bid openings. Prepares and distributes bid tabulation. 
• Create and maintain an electronic database of specification contract numbers and a project manual library. 
• Assist in coordinating consultant selection process. 
• Coordinate review of design and construction work performed by consultants and contractors. 
• Monitor and evaluate projects. Recommend authorizing partial and final payments to contractors when work meets contract and project specifications and standards. 
• Assist in preparing and processing project change orders to projects if change orders are appropriate and in compliance. 
• Manage programmatic and in house capital projects through various project delivery mechanism including AMWO (Work Orders), Public Works JOC, and Design Bid Build projects within a funding threshold.
  

Minimum Qualifications:
Requires a minimum of two years project or construction management or related experience and a Bachelor's Degree in Architecture, Engineering, Business Administration, Urban Planning or related field (or a combination of education and/or training and/or experience which provide an equivalent background required to perform the work of the class). 

Most successful candidates:

• Will be critical thinkers with the proven ability to solve problems and research and analyze data. 
• Will be collaborative team players with a proven history of working well with coworkers and the public. 
• Can prepare, negotiate, and administer consultant contracts and agreements. 
• Has experience preparing reports, correspondence for contract documents (i.e. Notice to Proceed, Schedule of Values, Pay Estimates, Change Orders, and Subcontractor Applications). 
• Has experience managing an online contract bidding system (ProcureWare). 
• Has experience archiving Capital Improvement Projects in accordance with City and retention requirements. 
• Understands design vocabulary and reading of plans and specifications. 
• Possesses good writing skills, familiarity with Microsoft Office products (especially Excel), pivot tables, budget programs and other planning, review, and project management software such as Procore, Bluebeam, and Adobe software. 

License, Certification, and Other Requirements:

• A current, valid Washington State Driver's License or evidence of equivalent mobility. (You must be able to consistently travel to sites all over the City, including parks or work locations with limited or no public transportation). 

Work Environment/Physical Demands:

• Work is performed in an office environment, with some field work required to visit and prepare assessments of parks and recreation facilities. 
• Field assignments entail exposure to all types of weather and hazardous construction sites.
  

Compensation:

The full salary range for this position is $52.04 – $60.59 hourly.  

Please note this job advertisement is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, consistent with the terms of the applicable collective bargaining agreement.

Application Process:

Please submit the following with your online application:

• A cover letter in which you clearly describe how your knowledge, experience, skills, and abilities prepare you for the job responsibilities and qualifications outlined in the job announcement. Please describe your management style and why you are interested in this position. 
• A current resume of your educational and professional work experience.
• Respond fully to the supplemental questions included in the online application.

*Incomplete Applications will not be considered*

IMPORTANT NOTES: 

• As part of the selection process, candidates will be required to complete a writing and Excel spreadsheet proficiency exercise if selected for an interview.

Who May Apply: This position is open to all candidates that meet the qualifications. Seattle Parks and Recreation values diverse perspectives and life experiences. Applicants will be considered regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age, sexual orientation, or gender identity. Seattle Parks and Recreation encourage people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQIA+, people with disabilities, veterans, and those with diverse life experiences.

A current Washington State driver's license may be required.  A current, "FULL" driving abstract from the Department of Licensing must be submitted upon offer of employment. Candidates with a driving history that does not meet our current safety standards will be disqualified from consideration. Current City of Seattle Employees in a driving position may be required to submit an updated abstract.

Job offers are contingent on the verification of credentials and other information required by the employment process, including the completion of a background check. The background check will involve a criminal history check, which includes conviction and arrest records in compliance with the Seattle’s Fair Chance Employment Ordinance, SMC 14.17 and the City of Seattle Personnel Rule 10.3 . A driving history review may be conducted in compliance with SMC 4.79.020. Applicants will be provided an opportunity to explain or correct background information.

The City of Seattle offers a comprehensive benefits package including vacation time, 12 paid holidays, and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City's website at: https://www.seattle.gov/human-resources/benefits 

Want to know more about Parks and Recreation? Check out our web page: https://www.seattle.gov/human-resources/working-at-the-city/our-values

SPR's Core Competencies are:

Accountability & Action: Holding yourself accountable for achieving goals, completing tasks, and delivering quality work. Demonstrating thoughtful initiative in actions and decision-making and promoting high-quality standards.

Equity and Inclusion: Supporting the goals of the Race and Social Justice Initiative and the City's commitment to workforce equity.

Communication: Sharing and exchanging information and ideas with people in a variety of ways to help them understand and remember the information.

Service: An ongoing commitment to base decisions and actions on the needs and priorities of the City.

Teamwork: Participating as an engaged member of a team to achieve group goals. Effectively working with internal and external people to complete tasks and achieve work group goals.