Administrative Coordinator

CITY OF VALDOSTA•Valdosta, GA

About The Position

This position is responsible for providing administrative assistance for the operations of the Engineering Department. This includes customer service, dispatching work orders, preparing reports, processing payroll, managing accounts, coordinating bids, and maintaining various project and permit documentation. The role also involves assisting with budget preparation and reporting utility outages.

Requirements

Knowledge of modern office practices and procedures.
Knowledge of the location of City streets
Knowledge of city and departmental policies and procedures.
Knowledge of computers and job-related software programs.
Knowledge of budget management principles.
Skill in reading maps.
Skill in prioritizing and organizing work.
Skill in the provision of customer services.
Skill in the maintenance of files and records.
Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
Skill in oral and written communication.
Basic skills typically associated with a high school education.
Sufficient experience to understand the basic principles relevant to the major duties of the position usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years

Responsibilities

Provides customer service; answers telephone, greets visitors; provides information and assistance; refers to appropriate personnel; takes messages and makes appointments.
Dispatches work orders; relays information to work crews operating in the field; coordinates work orders with other city departments.
Prepares monthly and annual reports, CIP Project List, maintains all project and personnel files, sick and vacation leave, and interdepartmental charges.
Processes department payroll; tracks employee leave, evaluations, personnel action forms, health physicals, etc.
Prepares and processes purchase requisitions for materials and equipment as well as requisition fees for employee training, license renewals, etc.
Maintains departmental accounts; monitors expenditures, prepares requisitions, and tracks purchase orders; maintains purchase card accounts.
Prepares agenda items for monthly City Council meeting, new released public notices, door hangers, and letters.
Coordinates and sends Invitation to Bid to Valdosta Daily Times, city website, Georgia Procurement Registry, contractors, VSEBs, etc.
Logs and tracks all site plans, construction plans, NPDES plans, and as-built plans; right-of-way permits, and driveway permits; receives related fees.
Assists in preparing the annual budget; advises and assists supervisors in the budget process.
Reports street light outages and downed trees and limbs to utility companies.
Maintains and updates past and current SPLOST project list for the city websites; maintains project updates.
City -wide GUPS Permitting Administrator for GDOT
See, Click, Fix Administrator for the Engineering Department
Performs related duties.