PROJECT COORDINATOR - PW

City of Kissimmee, FL•Portland, ME

47d•$20

About The Position

General Statement of Job Performs specialized administrative work in support of the Public Works department. Employee may be responsible for providing secretarial support at an executive level or for coordinating administrative functions of work units within the assigned department. Work also involves General Statement of Job Performs specialized administrative work in support of the Public Works department. Employee may be responsible for providing secretarial support at an executive level or for coordinating administrative functions of work units within the assigned department. Work also involves coordinating meetings and providing administrative support for committees, researching and compiling data, performing routine analysis of operational data to assist department staff, and ensuring compliance with routine reporting requirements. Work may involve performing routine secretarial functions, performing bookkeeping functions, processing departmental information, preparing documents, answering telephone calls, providing customer service, and maintaining records. Reports to the Division Manager or Assistant Manager. Specific Duties and Responsibilities Essential Functions: Coordinates improvements to Cityworks and GIS applications with IT and Consultant's staff; maintains Division's GIS layers in conjunction with GIS Technician, adds facilities and program information to the CityWorks application. Trains employees on application use and troubleshooting problems that may occur. Updates equipment, labor and materials information and costs. Coordinates and provides administrative support for an assigned department; processes a variety of documentation associated with department operations within designated timeframes and per established procedures; works with and provides guidance and assistance to administrative staff assigned to divisions or work units within the department to ensure uniform and cooperative work efforts. Provides administrative support at a senior or executive level for management and/or staff of assigned department; relieves management staff of routine administrative tasks; screens telephone calls, mail, and other communications and initiates appropriate response; records dictation; types, composes, types, edits, or proofreads correspondence on behalf of management staff; records and/or transcribes correspondence, statements, minutes, or other information; keeps management informed of significant matters, messages, documentation, or other information. Serves as liaison between the assigned department and other departments, staff members, City officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among department personnel; circulates documentation to appropriate departments. Maintains schedule of activities for assigned department; schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; updates calendar on a regular basis and notifies parties involved of changes. Coordinates arrangements for various meetings: notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; coordinates room reservations, setup, refreshments, and equipment required for meetings; attends meetings; records and/or transcribes meeting minutes; distributes documentation; maintains records. Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; responds to requests for assistance; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary; relays calls/messages via two-way radio. Performs customer service functions in person, by telephone, or by mail; provides information or assistance regarding department services, activities, forms, procedures, fees, or other issues; receives and/or disseminates documentation; responds to routine questions, researches problems, and initiates problem resolution; refers problems to appropriate personnel. Receives moneys in payment of various fees, fines, deposits, or services; records transactions, issues receipts, and forwards revenues as appropriate. Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; scans documents into computer; verifies accuracy of entered data and makes corrections; develops databases and computerized reports. Processes forms relating to department services, such as licenses, facility usage, program enrollment, employment, funding, or other purposes; distributes application forms and provides information; accepts fees/deposits and processes completed applications; issues permits as appropriate; publishes advertisements for meetings, hearings, notices, or other activities. Processes documentation pertaining to personnel/payroll functions; reviews timesheets for accuracy and researches discrepancies; enters payroll data into computer for processing; types personnel action forms and performance appraisals, maintains attendance records, personnel/payroll files, and related records. Processes documentation pertaining to purchasing and accounts payable; obtains price quotes for potential purchases; prepares purchase orders and enters purchasing data into computer; reviews invoices, purchase orders, or other documents for accuracy; researches discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment; reconciles and files P-Card purchases; maintains files and records. Processes documentation pertaining to accounts receivable; creates invoices and forms; posts billing data to customer accounts; responds to billing inquiries. Performs general tasks, which may include making copies, sending/receiving faxes, filing documentation, processing incoming/outgoing mail, mailing packages, delivering documentation to other offices, or running errands. Provides assistance or backup coverage to other employees or departments as needed. Performs other related duties as required.

Requirements

High school diploma or GED; supplemented by college level course work or vocational training in secretarial science, office administration, and personal computer operations; supplemented by one (1) to five (5) years previous experience and/or training involving office management, administrative work, office administration, bookkeeping, customer service, data entry, personal computer operations, and/or experience in area of assignment; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job
Training involving job tracking software and ArcGIS applications
May require possession and maintenance of valid State of Florida Notary Public certification
Must possess and maintain a valid state of Florida driver's license
Must possess or obtain the most current FEMA 100, 200, and 700 Incident Command System certifications within 6 months of appointment to the job
Has considerable knowledge of the policies, procedures, and activities of the City and of departmental practices as they pertain to the performance of duties relating to the position of Project Coordinator
Has considerable knowledge of office administration practices, and of the operation of standard office machines and equipment used within the department
Has general knowledge of bookkeeping practices and methods
Has considerable knowledge of guidelines for proper document formatting, spelling, punctuation, and grammar in business communications
Has comprehensive knowledge of the terminology, principles, and methods utilized within the department
Knows how to keep abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental operations and activities
Has knowledge of the laws, ordinances, standards, and regulations pertaining to specific duties and responsibilities of the position
Has the ability to comprehend, interpret, and apply laws, regulations, procedures, and related information
Is able to effectively communicate and interact with supervisors, members of the general public, and all other groups involved in the activities of the department
Has the ability to plan, organize, and prioritize daily assignments and work activities
Is able to use independent judgment and work with little direct supervision as situations warrant
Is able to assemble information and make written reports and documents in a concise, clear and effective manner
Has the mathematical ability to handle required calculations
Is able to read, understand, and interpret departmental documentation, reports, and related materials
Is knowledgeable and proficient with computers and software programs typically used in the position
Is able to type and perform data entry accurately and with appropriate speed
Must be physically able to operate a variety of office machines, tools and equipment, such as a personal computer, scanner, telephone, switchboard, postage machine, dictation equipment, cash register, shredder, two-way radio and general office equipment
Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (10-20 pounds)
Tasks may require the ability to stoop, finger, grasp, handle, balance, crouch, feel, kneel, reach and/or climb
Tasks may involve extended periods of time at a keyboard or workstation
Maintains high standards of accuracy in exercising duties and responsibilities
Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility
Maintains high quality communication and interaction with internal and external entities with whom the position interacts
Performs described Essential Functions and related assignments efficiently and effectively in order to produce quantity of work which consistently meets established standards and expectations
Assumes responsibility for completing assigned work
Completes assigned work within deadlines in accordance with directives, policy, standards and prescribed procedures
Maintains accountability for assigned responsibilities in the technical, human and conceptual areas
Exercises analytical judgment in areas of responsibility
Identifies issues or situations as they occur and specifies decision objectives
Identifies or assists in identifying alternative solutions to issues or situations
Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors
Seeks expert or experienced advice where appropriate and researches issues, situations and alternatives before exercising judgment

Responsibilities

Coordinates improvements to Cityworks and GIS applications with IT and Consultant's staff
Maintains Division's GIS layers in conjunction with GIS Technician
Adds facilities and program information to the CityWorks application
Trains employees on application use and troubleshooting problems that may occur
Updates equipment, labor and materials information and costs
Coordinates and provides administrative support for an assigned department
Processes a variety of documentation associated with department operations within designated timeframes and per established procedures
Works with and provides guidance and assistance to administrative staff assigned to divisions or work units within the department to ensure uniform and cooperative work efforts
Provides administrative support at a senior or executive level for management and/or staff of assigned department
Relieves management staff of routine administrative tasks
Screens telephone calls, mail, and other communications and initiates appropriate response
Records dictation
Types, composes, types, edits, or proofreads correspondence on behalf of management staff
Records and/or transcribes correspondence, statements, minutes, or other information
Keeps management informed of significant matters, messages, documentation, or other information
Serves as liaison between the assigned department and other departments, staff members, City officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information
Interacts with various officials and dignitaries involving sensitive client relations
Conveys information among department personnel
Circulates documentation to appropriate departments
Maintains schedule of activities for assigned department
Schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities
Updates calendar on a regular basis and notifies parties involved of changes
Coordinates arrangements for various meetings
Notifies participants of scheduled meetings
Prepares meeting notices, agendas, and meeting packets
Coordinates room reservations, setup, refreshments, and equipment required for meetings
Attends meetings
Records and/or transcribes meeting minutes
Distributes documentation
Maintains records
Answers telephone calls and greets visitors
Ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages
Responds to requests for assistance
Retrieves messages from voice mail or answering machine
Initiates and returns calls as necessary
Relays calls/messages via two-way radio
Performs customer service functions in person, by telephone, or by mail
Provides information or assistance regarding department services, activities, forms, procedures, fees, or other issues
Receives and/or disseminates documentation
Responds to routine questions, researches problems, and initiates problem resolution
Refers problems to appropriate personnel
Receives moneys in payment of various fees, fines, deposits, or services
Records transactions, issues receipts, and forwards revenues as appropriate
Performs data entry functions by keying data into computer system
Enters, retrieves, reviews or modifies data in computer database
Scans documents into computer
Verifies accuracy of entered data and makes corrections
Develops databases and computerized reports
Processes forms relating to department services, such as licenses, facility usage, program enrollment, employment, funding, or other purposes
Distributes application forms and provides information
Accepts fees/deposits and processes completed applications
Issues permits as appropriate
Publishes advertisements for meetings, hearings, notices, or other activities
Processes documentation pertaining to personnel/payroll functions
Reviews timesheets for accuracy and researches discrepancies
Enters payroll data into computer for processing
Types personnel action forms and performance appraisals, maintains attendance records, personnel/payroll files, and related records
Processes documentation pertaining to purchasing and accounts payable
Obtains price quotes for potential purchases
Prepares purchase orders and enters purchasing data into computer
Reviews invoices, purchase orders, or other documents for accuracy
Researches discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment
Reconciles and files P-Card purchases
Maintains files and records
Processes documentation pertaining to accounts receivable
Creates invoices and forms
Posts billing data to customer accounts
Responds to billing inquiries
Performs general tasks, which may include making copies, sending/receiving faxes, filing documentation, processing incoming/outgoing mail, mailing packages, delivering documentation to other offices, or running errands
Provides assistance or backup coverage to other employees or departments as needed
Performs other related duties as required