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HomeMy WebLinkAboutPW - Administrative CoordinatorAdministrative Coordinator Page 1 Council Approved 03-21-16 Revised 5-30-17, 10-2021, 7-2023 City of Waukee JOB DESCRIPTION Job Title: Administrative Coordinator Reports to: Public Works Director Dept/Div: Public Works/Administrative Direct Reports: None Pay Grade: N23 FLSA Status: Non-Exempt JOB PURPOSE: The Public Works Administrative Coordinator performs various administrative tasks related to all divisions within the Public Works Department. ESSENTIAL FUNCTIONS: (Order of Essential Functions does not indicate importance of functions.) 1. Assists administrating, tracking, record keeping and generating reports on Capital Improvement Projects and maintains records of past projects. 2. Prepares correspondence, minutes, reports, specifications, contracts, notices, resolutions and other related materials as requested. 3. Prepares budget worksheets and reports for annual budget, accounts payable, accounts receivable and payroll for processing. 4. Assists in the preparation of City Council agenda items. 5. Coordinates and organizes special events. 6. Schedules quarterly random and post-accident drug testing in accordance to the Iowa Pipeline requirements. 7. Coordinates with Information Technology provider on all IT issues assisting in coordinating system upgrades with software providers and maintains and updates security system for the building. 8. Maintains the system for fleet maintenance including administrator responsibilities, data entry, reporting and billing. 9. Completes forms, reports, questionnaires, and other similar documents for Stormwater records and MS4 permit requirements. 10. Performs other duties or assumes other responsibilities as apparent or assigned. SUCCESS FACTORS: 1. Demonstrate sound time-management skills by effectively or efficiently organizing, prioritizing, and completing multiple assignments in a timely manner. 2. Develop and maintains good relationships with other city departments. 3. Display honesty, trustworthiness, dependability and respectfulness at all times. 4. Safeguard confidential information and use it or disclose it only as expressly authorized or specifically required in the course of performing specific job duties. 5. Understand and internalize the importance of seeking resolution to problems and concerns by bringing them to the direct attention of supervisor in a timely manner. 6. Develop and maintains good relationships with other city departments. 7. Interacts effectively, professionally, and tactfully with the general public. 8. Create and participate in a team environment. 9. Contribute to overall City effectiveness by providing critical staff support to task forces and by participating, as necessary, in assisting all other teams. 10. Attentive to the City’s standards for customer service, accuracy, quality, efficiency and all City policies and procedures ensuring that all work performed meets those standards. QUALIFICATIONS: 1. Associate's Degree or certification in business or related field. 2. Minimum of 3 years' successful experience in a similar position. 3. Public sector experience preferred. 4. Maintain Notary Public certification. 5. Cheerful and courteous phone skills as well as good customer service and communication skills. 6. Proficient in Microsoft Office Suite and related software. Administrative Coordinator Page 2 Council Approved 03-21-16 Revised 5-30-17, 10-2021, 7-2023 7. Confident in the use of computers and tablets and able to be trained in software required to complete the functions of the position. 8. Access to transportation with insurance at required state levels to conduct business throughout the assigned area. PHYSICAL REQUIREMENTS: 1. Able to function productively in a standard office environment accessing cabinets, shelving, work areas and office equipment. 2. Able to sit for long periods of time and to maintain focus on project such as computer screen. 3. Able to lift, carry, push and pull up to 20 pounds occasionally. 4. Must be able to effectively communicate orally (in person and over the telephone and in writing using electronic devices and handwritten) in English with other employees, businesses and community members. WORKING CONDITIONS: 1. Climate controlled office with hazards typical to that environment; minimal outdoor work is required. 2. Position requires travel within and outside of the City which imposes common travel hazards. 3. Standard work hours will be Monday – Friday, 7:00 AM – 4:00 PM. 4. To successfully fulfill the essential functions of this position, employee must maintain standard work hours within Waukee Public Works. 5. There is no residency requirement for this position. I have read and understand the information contained in the Job Description. I understand that this Job Description is not intended and should not be construed as an exhaustive list of all the responsibilities, skills, efforts, or working conditions associated with this job. Also, while this list is intended to be an accurate reflection of the current job, the Employer reserves the right to revise the functions and duties of the job or to require that additional or different tasks be performed as directed by the Employer. I understand that I may be required to work overtime, different shifts or hours, outside the normally defined workday or work week. I also understand that this job description does not constitute a contract of employment nor alter my status as an at-will employee. I have the right to terminate any employment at any time and for any reason and the Employer has a similar right. Signature Date The City of Waukee is an Equal Opportunity Employer. In compliance with Americans with Disabilities Act Amendments Act, the City will provide reasonable accommodations to qualified individuals with disabilities, and encourages prospective employees and job incumbents to discuss potential accommodations with the Employer.