Cip Administrator

St Pete Beach, City of•Public Works, FL

About The Position

Performs responsible administrative and project coordination work in support of the City’s capital improvement program under the supervision of the City Engineer. Supports capital projects throughout planning, procurement, design, bidding, construction, and closeout. The role maintains project records and tracking systems; coordinates contracts, meetings, invoices, grants, and project correspondence; monitors deliverables, deadlines, approvals, and action items; and follows up with consultants, contractors, project managers, City departments, and outside agencies. It promotes consistent documentation, timely communication, and organized project delivery. Technical review, decision-making, negotiation, and authorization remain with designated engineering and project management personnel. The position maintains project documentation and financial records, reviews documentation for administrative completeness and proper routing, and administers document control throughout design and construction. It coordinates invoice and pay-application processing, change-order documentation, required project records, and closeout materials. It also assists with grant administration and reporting, maintains file procedures and tracking systems, reviews project and grant files for missing or overdue items, and assists with commission agenda items, CIP status reports, and project dashboards. The role requires an associate’s degree in a relevant field and two years of progressively responsible administrative or project coordination experience in a public works, engineering, construction, utilities, or capital improvement program environment. An equivalent combination of education, training, and experience may be considered. City employees may be required to work as directed during declared or undeclared emergencies and may be recalled around the clock, work irregular hours or at other locations, and perform duties outside those specified in the job description.

Requirements

Associate’s degree from an accredited college or university in Construction Management, Business Administration, Public Administration, Engineering Technology, or a related field.
Two years of progressively responsible administrative or project coordination experience in a public works, engineering, construction, utilities, or capital improvement program environment.
An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.
Thorough knowledge and skill in implementing and operating data and word processing systems, and in caring for the equipment.
Proficiency in Microsoft Word, Excel, and PowerPoint.
Familiarity with modern office practices and procedures, business English, and spelling.
Understanding of city government operations and financial and budgeting procedures.
Professional telephone operator/dispatcher skills to answer and assist citizens, tourists, and community leaders with complaints and general information.
Ability to manage stress and prioritize tasks as necessitated by workload.
Ability to establish and maintain effective working relationships with officials, department directors, contractors, associates, and the general public.
May be required to work as directed during declared or undeclared emergencies and be subject to around-the-clock recall; emergency response may involve irregular hours, alternate work locations, or duties beyond those specified in the job description.

Responsibilities

Maintain project documentation, including contracts, task orders, plans, specifications, estimates, permits, correspondence, invoices, pay applications, RFIs, submittals, change orders, schedules, testing records, and closeout materials.
Track project budgets, expenditures, encumbrances, contract balances, change orders, contingencies, grant funding, and reimbursements.
Review procurement, contract, invoice, and project documentation for administrative completeness, supporting information, consistency, and proper routing.
Review consultant invoices and contractor pay applications for required supporting documentation.
Administer document control throughout design and construction by logging and routing deliverables, monitoring review periods, maintaining response records, and following up on overdue items.
Coordinate follow-up with consultants, contractors, project managers, and City staff on project needs, files, deliverables, approvals, documentation, and action items.
Coordinate administrative processing and approval tracking for consultant invoices and contractor pay applications.
Coordinate change-order and work-change-directive documentation, logs, supporting records, and approvals; technical evaluation, negotiation, and authorization remain with designated project personnel.
Collect and file inspection reports, material testing results, certifications, permits, contractor documentation, and records required by contracts or funding agencies.
Coordinate project closeout documentation, including punch-list records, completion documentation, final pay applications, warranties, operation and maintenance manuals, record drawings, releases, asset information, and records turnover.
Assist with grant applications, grant agreements, reimbursement requests, reporting, extensions, compliance documentation, and grant closeout activities.
Assist with periodic project and grant financial reporting.
Establish and maintain procedures for organizing and managing capital project files and records throughout procurement, design, construction, and closeout.
Establish and maintain tracking systems for schedules, milestones, consultant deliverables, procurement activities, contracts, invoices, pay applications, RFIs, submittals, change orders, and closeout requirements.
Periodically review project and grant files to identify missing, incomplete, or overdue documentation.
Follow up with responsible project personnel regarding outstanding documentation, deliverables, and required actions.
Assist with commission agenda items, CIP status reports, and project dashboards.
Respond to and assist citizens, tourists, and community leaders with complaints and general information.