Public Works Coordinator

Determination of Coordinator I or II is dependent upon the needs of the Engineering Division and based on candidate qualifications at the time of hire.

Nature of Work:

This position will be under general direction of the Deputy Director for Executive Service of Public Works & Utilities Department and provides customer service and work order operational support to management level employees and their organizations. This position performs administrative, operational, and workflow management and coordination from routine to moderately difficult assignments. Maintains a variety of records including work order tracking, financial, budgetary, and customer information. Work Assignments and duties within the department may vary.

• Assists with the preparation and processing of Public Works work order processing, assignment, documentation, and works closely with the GIS team to ensure all appropriate asset management processes and procedures are followed; produces summary reports concerning department work activity; locates and assembles information for various reports, briefings, and meetings; works as a part of the Public Works Coordinator team to ensure public inquiries are answered, tracked, routed, and responded to in accordance with the departments guidelines and processes.
• Participates in the daily workflow of the office for the Operations Center (Corp Yard) or Light Operations for all Public Works operations activities.
• Acts as the work order coordinator for the part of the organization where assigned. When assigned to the Corp Yard direction and scheduling oversight will be provided by the Deputy Director of Executive Services in coordination with the Deputy Director of Operations. When assigned to the Light Operations Division the same will be provided by the Deputy Director of Executive Services in coordination with the Deputy Director of Light Operations.
• Responsible for assisting with work order and asset management documentation, and other workflow tasks as assigned.
• Performs data entry, generates/produces database reports; develops and works with database processes and entry structures; prepares and posts information from, job cost worksheets, budget spreadsheets, and requisitions and reviews work for accuracy.
• Inputs and assists public works & utilities staff with time and attendance entry and reviews for accuracy and approval.
• Supports Public Works staff on the administrative development and processing of contract and agreement documents in accordance with established procedures and protocols; performs mailings and document routing; maintains scheduling of contract events, forms, and support of contracting processes.
• Supports Corp Yard, Light-Ops, Engineering, and management staff in organizing travel accommodations, requests, and expense reports in accordance with established travel procedures and protocols; maintains scheduling of traveling events, forms, and support of travel processes.
• Receives, disseminates, and processes correspondence, reports, memos, and letters for format, grammar, and punctuation.
• Assists the public utilizing established procedures, controls for programs, answers complaints from public and makes referrals to the appropriate personnel.
• Develops requisitions for supplies, coordinates repairs on administrative and office equipment, and various services.
• Maintains office-filing systems and archives in an organized and efficient manner.
• Provides communication support for Public Works staff.
• Compiles, enters, and retrieves statistical information from a variety of sources, databases, and reports.
• Maintains tracking systems to ensure that work assignments are completed in a timely manner.
• Plans, maintains, and prepares information needed for various budget reports.

Qualifications:

Education (All Classifications):

• High School graduate or GED required. College level course work in work order/asset management, accounting, business practices, or any related combination of course work desired.
• Possession of a valid Washington State driver's license at the time of appointment or the ability to obtain one within thirty (30) days, and a driving record acceptable to the City.

Coordinator (customer service) II:

• The supervisor defines the overall objectives, standards, priorities of workload and work locations; the coordinator works largely independently under the cognizance of the assigned Head of the organizational unit where assigned for local tasks and deadlines. May be assigned to specialized program areas.
• Requires four years of increasingly responsible experience from routine to complex and difficult assignments.

Coordinator (customer service) I:

• Entry level supporting a division or multiple divisions either independently or in support of other Public Works staffing; may be assigned to specialized program areas.
• The supervisor defines the overall objectives, standards, deadlines, taskings and priorities of the work; provides more detailed guidance for new or specialized assignments. Positions at this level plan and carry out the assigned work and handle problems and deviations in accordance with established guidance, instructions, priorities, policies, commitments and program goals of the supervisor, and accepted practices in the occupation. Additionally, receives local taskings from the Head of the organizational unit where assigned.
• Requires two years of responsible experience involving routine to moderately difficult assignments.

The ideal candidate will possess the following:

• Knowledge of modern office methods, practices, and procedures
• Knowledge of business English, spelling, grammar, and punctuation
• Knowledge of effective public relations practices and techniques
• Knowledge of effective work order and asset management elements
• Knowledge of best management practices relative to overall work order processing, business operations, and budgeting processes
• Knowledge of basic accounting
• Knowledge of computer software including word processing, data entry, and spreadsheet applications
• Knowledge of and currency of city policies, procedures, and department rules and regulations as related to the assigned tasks and duties.
• Ability to speak tactfully and employ good telephone skills.
• Ability to establish and maintain effective working relationships with staff, employees, families, and the general public.
• Ability to establish, set up, and maintain complex office filing systems.
• Ability to maintain computerized records.
• Ability to prepare routine to moderately difficult reports, memos, and related correspondence compiled from a variety of sources.
• Ability to type, using rough drafts and general instructions, various contracts, memorandums, letters, and other related departmental correspondence.
• Ability to read, write and speak the English language at a level necessary for efficient job performance.
• Ability to work independently with minimal supervision and direction.
• Ability to work accurately and efficiently to assist Public Works management with project, budget, correspondence, coordination.

How to Apply:

Please complete and submit the online application, along with a letter of interest and resume. Evaluation of all candidates will be based on desirable qualifications. Only those selected to receive an interview will be contacted.

• To view the job flyer, CLICK HERE.
• To complete the online employment application, CLICK HERE