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Capital Projects Coordinator

2 months ago

Stuart, United States City of Stuart Full time

C HARACTERISTICS OF THE CLASS Under general supervision of the Utilities & Engineering Project Manager, provides technical, analytical, and administrative support to the division. Knowledge of the functional areas, regulations, procedures, and policies associated with Capital Projects are crucial to this position. Working with data analyses, grants, budgets and administrative tasks are important aspects of this role. A variety of administrative tasks, including non-routine administrative matters and/or heavy public contact work, are typical for this classification. Work is reviewed through conferences, observation of work in progress and written reports for results obtained and adherence to established policies and procedures.

EXAMPLES OF ESSENTIAL FUNCTIONS Coordinates the capital projects funding requirements for the Utilities & Engineering Department and Public Works Department. Compiling information to be remitted to the grantor, including analyzing certified payrolls to ensure compliance with grant requirements, and analyzing all documentation associated with payment remittance to contractor(s).

Processes reimbursement requests.

Prepares, verifies, and submits loan documents from inception to conclusion.

Provides capital project file maintenance, document retention, invoicing, audit and compliance, and budget tracking.

Creates and processes requisitions and Purchase Orders.

Assists with budget tracking, and inquiries.

Processes invoices for all contractors and consultants involved in capital projects endeavors.

Assists the Public Works administrative staff with same.

Assists with grant applications by providing documentation and assisting with tracking.

Processes employee payroll records to include accurate timekeeping, verification, and timely submission.

Generates statistics; requests additional information as needed; researches, collects and compiles data; verifies reports for accuracy; collates reports.

Creates customized signs, banners, and calendars for the department for various events and projects using Publisher, Photoshop, and other software.

Updates the department’s GIS Dashboard.

Designs and maintains digitized and manual filing systems of correspondence, forms, cards, receipts, permits, plans, reports, and records; maintains logbooks, ledgers or other audit and tracking records.

Composes, edits, and prepares department correspondence and reports. Maintains general department filing systems.

Maintains appointment calendars, schedules meetings and activities.

Makes travel arrangements. Maintains tracking system for employee milestones e.g. anniversaries, birthdays and retirement and assists with planning such events.

Acts as liaison between supervisor and subordinates, and the public. Coordinates and assists with daily activities needed to support the Utilities and Engineering and the Public Works department as needed.

Responds to telephone inquiries; greets the public, contractors, and vendors; provides information and directs callers. Responds to or directs inquiries to appropriate personnel or department.

Operates modern office equipment to include photocopiers, shredders, computers, printers, calculators, facsimile machines, scanners, pagers or intercom systems, and postage meters.

May transcribe recordings of meetings or from dictation.

Opens, sorts, and distributes correspondence, inventories and requisitions supplies and equipment.

Coordinates work activities and programs with other City Departments.

Assists project managers and project engineers with organizational tasks and contract administrative documentation.

NOTE:

The examples of essential functions as listed in this classification specification are not necessarily descriptive of any one position in the class.

The omission of an essential function of work does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.Associate degree supplemented by five (5) years of responsible advanced administrative experience as described in this job description, including extensive analytical responsibilities and the varied use of computers and software applications. An equivalent combination of education, training and experience may substitute on a year-for-year basis for the educational requirement.

Must possess a valid Florida driver’s license.

Please review the full job description

for this position by clicking on the Menu option in the upper left, and then select Class Specifications.

This is an important step in reviewing the KSA's and Physical, Environmental, and Sensory Requirements.

This position may be considered “Mission Critical” (aka “Essential”) and may be required to report to duty before, during, and immediately after a civil emergency.

The City of Stuart is a tobacco-free/vaping-free workplace

.

All applicants must attest that they have not used tobacco or nicotine products for the preceding 3-month period from the date of application. Candidates chosen for positions with the City of Stuart must undergo pre-employment screening to include verification of their non-use of tobacco or nicotine products in order to be considered for employment.

The City of Stuart is An Equal Opportunity Employer ADA/VP/DFWP/TFWP #J-18808-Ljbffr