Engineering Administrative Coordinator

Overview

The Engineering Admin Coordinator serves as the first point of contact for the Engineering Division and assists the Public Works Department with numerous management and administrative duties.

Scope of Impact:

The duties and responsibilities of this job are performed with latitude for independent judgment in accordance with Department and City policies and Federal, State and Local regulations and are based on detailed knowledge of Department operations. Work is subject to periodic review by the supervisor, who provides approval of recommendations, and discusses assignments, priorities, and work. Provides information and assistance to residents and contractors regarding engineering matters via telephone, email, mail and in person.

• Provides benchmark locations, sewer and water locations, easement locations, and copies of plats and maps;
• Answers questions regarding street maintenance/reconstruction, utility markings, street bonds, right-of-way, and other general engineering matters.
• Assists with creating specification templates for construction projects.
• Works with Department and City Attorney incorporating new Federal, State and local requirements into City contract specifications;
• Drafts project specifications (boilerplate) for project manager modification;
• Manages the procedures for improvement projects.
• Creates improvement numbers and file folders;
• Tracks consultant agreements and proposals relating to invoices received;
• Prepares open house letters, informational letters and surveys / questionnaires;
• Tabulates surveys / questionnaires;
• Coordinates communications to residents.
• Assists with contract management.
• Prepares and assembles contract specification books of projects for online bidding;
• Assists with consultants led projects for online bidding;
• Prepares advertisements for bids and places in newspapers and on website in accordance with required state law;
• Assists with bid openings, bid tabulations and bid results posting online;
• Prepares contracts and award letters after Council approval, mails contracts to contractors, and reviews legal documentation to ensure it meets state law;
• Sets up and maintains contract files;
• Coordinates monthly payments and maintains project financial records;
• Communicates with contractors verbally and in writing as needed;
• Reviews and sends City Extra communications;
• Processes municipal state aid, federal aid and other agencies reimbursements.
• Special Assessments: assists residents with adding utility upgrades to special assessments;
• Creates pending and final assessment rolls;
• Assures compliance with Chapter 429 statute requirements relative to special assessment: rolls, public notices, certified mailing lists, and advertising public hearings;
• Compare taxpayers’ names to County Auditor;
• Public notices; public hearings; certified mailing lists; advertising;
• Creates final assessment worksheets.
• Manages purchasing activities of Engineering Division.
• Processes purchase requisitions, purchase orders, and payment vouchers for the Department;
• Reconciles invoices with proposals, agreements and contracts for accuracy and to assure they are within budget.
• Assist with preparation and formatting of memorandums and reports for City Council Packets including the required digital ADA requirements.
• Updates and maintains websites as it relates to Engineering Division and / or Public Works Department. Submits road closures to Waze or other online platforms as needed.
• Assists with drafting and reviewing department policies and procedures.
• Handles general administrative duties.
• Process right-of-way vacation applications.
• Responsible for Records Management for the department.
• Lead efforts to ensure City web content and published documents comply with applicable web accessibility requirements (including those under the ADA Title II Web and Mobile Application Accessibility Rule and WCAG 2.1 Level AA), including learning relevant guidance, coordinating reviews, and collaborating with IT, content authors, and external partners to bring content into compliance.
• Other duties as assigned.

The job requires a high school diploma and a minimum of five years of general administrative support, including customer service experience, or equivalent. Proficiency in Microsoft Office Suite.

Post high school education in Business or related is desired. Previous Public Works / Engineering / Construction experience is desirable. Ability to become proficient in relevant technology systems and software applications of the City within 6 months of hire.

• Knowledge of governmental practices and policies;
• The ability to perform work requiring a high degree of concentration and judgment in interpreting practices and procedures to solve problems;
• The ability to work independently, and to prioritize duties;
• Ability to use a personal computer and general office software plus State and City specific computer software applications;
• Knowledge of construction and…