Parks Maintenance Coordinator

City of Shawnee•Shawnee, KS

1d•$26•Hybrid

About The Position

The Parks Maintenance Coordinator is a hybrid position that includes field inspections, administrative tasks and analysis in support of the Parks Maintenance division. This position supervises projects and develops, coordinates and monitors all contract proposal documents and submissions. This includes significant time in the field inspecting work performed by contractors. The coordinator inspects all work and acts as the liaison between contractors and City departments. Additional duties include fielding customer service inquiries; provides timely customer support, informs park managers and supervisors of park and facility safety concerns and maintenance needs. Financial software support: curates contract and invoice submissions, utilizes project management software to record progress/coordinate with managers and contractors. Develops and maintains the park and facility infrastructure inventory and serves as the department lead for on-line bidding. Special events set up and working of the events is an additional responsibility of the position . The hiring range for this full-time, non-exempt position begins at $26.16 per hour (DOQ).

Requirements

High School Diploma or the equivalent is required.
Three to five years related work experience is required. This could include previous park maintenance or other field work, administrative and/or customer service experience.
Certified Playground Safety Inspector (CPSI) Certification or ability to obtain within first year of employment.
Additional education may be considered in lieu of work experience.
Any combination of education and experience that provides the knowledge, skills and abilities to successfully perform the responsibilities listed in this job posting may also be considered.

Responsibilities

Contract Administration: Develops, coordinates, and monitors all contract proposal documents and submissions, ensuring they align with City purchasing policies. Coordinates contract creation, bidding, and addendums, following all City purchasing guidelines. Maintains lists of qualified bidders for contracts. Utilizes Smartsheet project management software to document contract work progress/discrepancies.
Field Work: Approximately 50% of assigned work is in the field. Monitors performance of contractors on City-wide maintenance contracts by regularly inspecting work completed by contractors. Supervises grounds related projects and acts as the liaison between contractors and City departments. Conducts playground inspections on a regular basis. Walks and/or drives park trails and properties to identify concerns or maintenance requirements.
Financial Software Administration: Enters park maintenance division invoices, creates purchase orders, assists new or amended vendor setups, completes travel authorization forms, and processes procurement card statements. Coordinates, reviews, and processes Personalized Bench requests.
Administrative Support: Prepares, reviews, disseminates and/or files routine correspondents and reports. Performs routine and advanced clerical work including general ledger scans, supply orders, record keeping and backup assistance for payroll. Prepares presentation materials and drafts agenda packet memorandums. Coordinates, presents, and archives Park Maintenance Monthly Safety Meetings. Utilizes Smartsheet project management software to document/coordinate regular interval maintenance tasks.
Customer Service: Greets visitors, acts as general receptionist, serves as the primary on-site contact for the park maintenance division, answers phones, and takes deliveries. Monitors customer service requests entered into seeclickfix and email correspondence, to coordinate appropriate maintenance response. May include investigating and responding directly to citizens when needed.
Accreditation Support: Provide administrative support for the accreditation process. Manage sections of the accreditation process related to the Parks Maintenance division including tracking and development of policies, researching requirements and determining best means to meet the requirements and determining best protocols for accreditation management.
Special Event Support: Works closely with department and external organizations on assigned aspects of executing special events. Responsible for set up of assigned events. Responsible for working assigned events.
Special Projects, Analysis and Research: Completes special projects and assignments, conducting analytical research for various division functions and managing the park maintenance performance measures; data collection and analysis, grant writing, monitoring and reporting; and developing analytical tools to be used in making financial projections and recommendations. Provide high level analytical management and technical support to the park maintenance division. Utilizes Smartsheet project management software to generate reports.
Inventory: Serves as the division's liaison to the City's GIS division by having the ability to maintain geospatial data on desktop and mobile applications, and familiarity with GIS data collection and data management applications. Assist in the creation and maintenance of multiple GIS layers, including park assets and park inspections and generate and manipulate images to be used in park asset inventory.
Reporting: Prepare complex reports; compile information; analyze trends; create charts, graphs, tables and dashboards that reflect department performance and outcomes.
Online Bidding: Serves as the department lead for on-line bidding of division projects. Posts on-line documents and associated files to the on-line bidding system, notice to bidders to the Clerks department, coordinates all procurement of contracts via the on-line system.
Emergency Operations: Supports the Parks Maintenance snow removal program through monitoring contract work related to snow removal and/or providing administrative support during the snow event. Performs snow/ice removal activities around the Park Maintenance Building (shoveling sidewalks, entries/applying ice melt).