Administrative Coordinator II

3 weeks ago

Chesapeake, United States City of Chesapeake Full time

Public Works is seeking two highly motivated applicants to provide organizational, technical, and responsible administrative support. One of the positions will provide support to the Director of Public Works and the other position will provide support for the Operations Manager of Public Works. Responsibilities include:

Administrative Coordinator II to the Director

  • Assist with department organizational coordination and timely completion of tasks. Establish and maintain operational goals and objectives. Coordinate with Public Works division heads. Compile reports and/or statistical analyses. Maintain statistical information/findings.
  • Assist with preparation and maintenance of Public Works Council Agenda Item submittals. Maintain department strategic plan.
  • Assist with special projects and assignments in support of the department such as team-building, training, development programs, succession planning, department accreditation, special events planning, etc.
  • Schedule/coordinate meetings. Maintain minutes as needed. Produce flowcharts, presentations, forms, etc., as needed.
  • Perform employee resource related functions including recruitment process. Maintain employee records and assist with analytical information regarding staff complement (reclassify/add-delete positions).
  • Review and provide input for departmental regulations (policy and procedures). Advance new regulations as needed.
  • Provide operating budget input for assigned area.
  • Supervise Public Works lobby coverage (Office Assistants).
Administrative Coordinator II to the Operations Manager
  • Assist with the Operations divisions organizational coordination and timely completion of tasks. Establish and maintain operational goals and objectives. Coordinate with section heads. Integral with day-to-day operations regarding workflow, customer engagement, and reporting. Compile reports and/or statistical analyses. Maintain statistical information/findings.
  • Assist with special projects and assignments in support of the Operations divisions such as team-building, training, development programs, succession planning, special events planning, etc.
  • Schedule/coordinate meetings. Maintain minutes as needed. Produce flowcharts, presentations, forms, etc., as needed.
  • Perform employee resource related functions including recruitment process. Maintain employee records (database/org chart) and assist with analytical information regarding staff complement (reclassify/add-delete positions). Maintain records involving Duty Status Assessments ( DSA ), Temporary Restricted Duty ( TRD ), evaluations, CDL , etc.
  • Research and draft disciplinary actions as needed. Maintain database.
  • Maintain departmental regulations (policy and procedures). Coordinate biannual updates. Advance new regulations as needed. Perform Accreditation Manager tasks (statement and regulation updates) every four years during the American Public Works Association ( APWA ) Re-Accreditation process.
  • Assist in Public Works Emergency Operations Center ( PWEOC ) during inclement weather emergencies. Receive calls and dispatch work orders to field personnel, manage data tracking, and support report production.
Requires the ability to work independently and perform detailed. Must be able to interact well with internal and external customers in-person and via phone and email. Possess familiarity with or ability to understand Public Works workflows. Ability to think critically, analyze, and distill large quantities of data into concise reports quickly with very little lead time. Must have a extensive knowledge with Microsoft Office software and City work management software. Proofreading, comprehensive knowledge of grammar, and organizational skills required. Must be able to work well in a diverse and fast paced work environment.

Required Qualifications
Vocational/Educational Requirement: Requires any combination of education and experience equivalent to a bachelor's degree in business administration, public administration, or a closely related field.
Experience: In addition to satisfying the vocational/education standards, this class requires a minimum of four years of full-time equivalent experience in administrative support and supervision.
Special Requirements: Employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies. Emergency operations support work and work locations may be outside of normal job duties.

Preferred Qualifications

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