Administrative Coordinator

JOB SUMMARY

This position reports directly to the Engineering Director and performs administrative duties to include statistical, clerical, logistical and financial support services.

MAJOR DUTIES

• Records and track incoming plan submittals and distributes to appropriate reviewers; monitors review progress; inputs comments to AMP database.
• Maintains division files and records (training, safety, HR, division fleet mileage, etc.).
• Coordinates with Senior Inspector to record/track clean-out inspections and document inspection results.
• Compile support documents for various meetings and presentations including agendas and handouts.
• Assists engineering staff and Procurement Division in scheduling and preparing for pre-bid and pre-construction meetings.
• Maintains and updates various Division databases.
• Coordinates the development and implementation of Division CMMS and work order tracking; works cooperatively with other agency staff for the implementation of CMMS software.
• Reviews monthly expenditures and tracks budget; assists in the preparation and tracking of annual operational and Capital Projects budget; process requisitions; reviews invoices for accuracy and proper assignment of expenditures; provide payment recommendations to Director of Engineering.
• Orders and maintains office and field supplies.
• Makes travel arrangements for Division staff.
• Coordinates the recording of plan documents, easement documents, and infrastructure dedications.
• Works closely with Division Service Review Specialist in the evaluation and creation of new customer accounts; provides secondary support in absence of Service Review Specialist.
• Answers telephone and greets visitors; provides information and assistance.
• Maintains various financial and statistical reports for the Director of Engineering.
• Performs other related duties as assigned by the Director of Engineering.

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of modern office practices and procedures.
• Knowledge of agency and departmental policies and procedures.
• Knowledge of agency purchasing policies and procedures.
• Knowledge of computers and job-related software programs.
• Skill in prioritizing and organizing work.
• Skill in the use of such office equipment as a scanner, fax machine, and copier.
• Skill in oral and written communication.

SUPERVISORY CONTROLS

The Engineering Director assigns work in terms of general instructions and spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES

Guidelines include agency and department policies and procedures. These guidelines are generally clear and specific, but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK

• The work consists of related administrative duties. Strict regulations and guidelines contribute to the complexity of the position.
• The purpose of this position is to coordinate the Division's administrative functions. Success in this position contributes to the efficiency and effectiveness of Division operations.

CONTACTS

• Contacts are typically with co-workers, other agency personnel, vendors, and members of the general public.
• Contacts are typically to give or exchange information, to resolve problems, or to provide services.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing or stooping. The employee occasionally lifts light objects.
• The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

The Administrative Coordinator may provide minor supervision for temporary or other support staff as required by the Engineering Director.

MINIMUM QUALIFICATIONS

• Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.
• Demonstrated experience in organizational finance roles (accounts receivable, budgeting, process of invoicing and pay requests, etc.).
• Demonstrated knowledge of current Microsoft Office products (MS Word, Excel, Power Point, etc.).
• Demonstrated knowledge and use of computerized maintenance management systems (CMMS).
• Demonstrated experience in the creation/management/tracking of departmental budgets.
• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/ internship or having had a similar position for one to two years.

PREFERRED QUALIFICATIONS

• Knowledge and experience in water and sewer infrastructure, public utilities, construction, engineering or public governmental service.
• Experience and use of Cityworks CMMS software.
• Demonstrated experience in governmental/corporate customer relationship roles.
• Fluency in current social media, presentation and public outreach tools.
• Experience in ISO or other standardized record keeping protocols.

Job Type: Full-time

Pay: $22.55 - $25.37 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Ability to Commute:

• Brunswick, GA 31520 (Required)

Work Location: In person