Community Relations Liaison/Contract Coordinator

Basic Function

Under the direction of the Parks Director, the Community Relations Liaison is responsible for developing and maintaining positive working relationships with various stakeholders and is responsible for the overall administrative and management duties related to contracts for the Performing Arts and Event Center (PAEC), which includes but are not limited to revenue, expenditure, concessions, maintenance, grants, residential art organizations, community groups, business groups, non-profit organizations and non-financial agreements. Serve as the city contract administrator per the management contract with Oakview Group (OVG360) for management of the (PAEC).

Essential Duties and Responsibilities

Become familiar with, follow, and actively support the vision, mission and values, of the Parks Department, PAEC, and the City.

Participate in advocacy efforts on behalf of the PAEC and the local arts community. Represent the City to the community and region at large on issues related to the PAEC.

Develop and maintain positive working relationships with community organizations, community leaders, residents, business community, non-profit organizations, and government agencies as a representative of the Parks Department, PAEC, and the City.

Communicate with Elected Officials, City personnel, outside organizations, groups, schools and various other stakeholders to promote venue, performances, and activities at the PAEC.

Represent the City and coordinate with the Arts Foundation Federal Way as the City’s staff contact.

Maintain regular, reliable and punctual attendance.

Develop solicitations, manage and coordinate procurement process from initiation through award for the PAEC.

Prepare and make recommendation of award for City Council consideration.

• Gather information, type and proof City contracts related to the PAEC to ensure that contract language regarding insurance, indemnification and other administrative matters are consistent with City requirements and comply with Federal, State and City laws and policies.
• In conjunction with the City Attorney’s office, advise staff, contractors and consultants for the PAEC on City contract procedures and ensure that they are met.
• Follow prospective contracts throughout the review process, and coordinate actions for breach of contract situations.
• Research available product lines and equipment to place orders that meet quality and delivery needs for the PAEC. Work with OVG360 Management to consistently monitor maintenance and repair needs of the facility and effectively communicate those needs in a timely and professional manner to insure ongoing success of the facility.
• Monitor and assure compliance with City-wide policies for PAEC purchasing activities.
• Provide technical guidance to OVG360 staff and contractors; coordinate contract specifications with staff and verify accuracy and consistency of documents before they are sent out.
• Maintain contract compliance system to manage PAEC contracts throughout the term of the contract, archive all resource documents, and complete reports for management
• Utilize spreadsheets, databases, and other systems to track information; prepare correspondence and reports as required.
• Manage contract compliance items including but not limited to payments, reporting and operational requirements.

• Review OVG360 artist pro formas, as needed, to assess financial and operational feasibility.
• Work with OVG360 staff to conduct monthly reviews of the Performing Arts and Event Center (PAEC) financials, providing analysis and feedback on financial performance, budgeting, and revenue trends.
• Working with OVG360 employees, participate in the development of a strategy to represent the PAEC favorably and make positive contributions to the community. Evaluate the performance of various programs at the PAEC to ensure success and excellence for the PAEC and City going forward.
• Work with OVG360 Management employees and City staff in Community Services to ensure compliance with applicable federal regulations and contract provisions pertaining to the Community Development Block Grant program including, but not limited to, data collection, document retention, and completion of required reports.
• Perform PAEC inspections to verify compliance to contract, including pricing and employment rules and regulations, approve or deny adjustments, respond to inquiries and audits, and re-inspect as necessary.
• Review PAEC funding expenditures and invoices for accuracy based on contract specifications.
• Work with OVG360 staff to make reports at City Council and Council Committee meetings as assigned and prepare all materials needed for such reports as necessary in agenda bills, staff memos, power point or other formats as required.

• Work with resident arts groups and OVG360 to facilitate meeting the needs of resident arts groups consistent with the OVG360 management contract and the resident artist organizations MOU’s with the City.
• Develop and foster harmonious relationships with each resident art group and serve as a positive liaison between each group and the City of Federal Way.
• Gather information, type and proof grants related to the support of RAOs at the PAEC

Education and Experience

Education and Experience:

• Valid Washington State driver's license.

Knowledge and Abilities

Knowledge of:

• Public relations principles, practices, and techniques.
• Procurement processes used in the public sector.
• City organization, operations, policies, and objectives.
• Policies, procedures and activities of the Parks Department and the Performing Arts and Event Center.
• Pertinent federal, state, and local laws, codes, rules, regulations, statues and policies.
• Public Administration principles and practices.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Oral and written communication skills.
• Public speaking techniques.
• Interpersonal skills using tact, patience and courtesy.

• Communicate effectively with employees, individuals, groups, and various facility users from a wide variety of educational and cultural backgrounds. Establish and maintain effective working relationships.
• Handle sensitive or stressful situations with tact and diplomacy.
• Work successfully in a team-oriented atmosphere that provides citizens and employees with accurate information.
• Analyze and research best business methods and practices.
• Use independent judgement and decision-making within established policy.
• Take initiative and work independently to complete the duties of the position without the need of direct supervision.
• Speak with poise, voice control and confidence.
• Prepare and maintain a variety of records.
• Perform mathematic computations.
• Negotiate, prepare, and coordinate contracts and agreements.
• Resolve conflicts in a positive manner.
• Communicate effectively both orally and in writing. Prepare clear and concise correspondence and written materials.
• Use personal computers and software such as Word, Excel, Outlook and Power Point.
• Prioritize and schedule work; meet schedules and timelines.
• Positively and effectively interact with diverse individuals to accomplish a common goal.
• Attend meetings outside normal work hours including evening and weekends.
• Physical ability to perform the essential job functions.

The City of Federal Way offers a complete benefits package to regular status full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.

Regular status part-time employees, receive benefits on a pro-rated basis.