Administrative Project Coordinator at City of Marco Island Florida – Marco Island, Florida

To provide administrative support to the Public Works Department, including, but not limited to scheduling, assisting, document preparation, coordinating, ordering, reporting, recording, procuring, researching, and securing and administering grant programs for the Department. The Project Coordinator provides mastery of office skills, assumes responsibility without direct supervision, exercises initiative and judgment, and makes decisions within the scope of assigned authority. Exercises independent judgment and a high level of professionalism in dealing with citizens, elected officials, city staff, private and public agencies. Performs related work as required.
The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

• Functions in a reception capacity for Public Works Department, assisting the public, customers, and visitors; answers phones; directs calls and/or take messages; retrieves and responds to voicemail messages; responds to inquiries and complaints either by resolving or directing to appropriate entity or department; greets and assists the public, customers, and visitors in an appropriate, professional manner.
• Assists Public Works department staff, acts as a liaison with other departments, outside agencies, and City residents; gathers and compiles information as instructed; distributes department records and reports; sets up meetings; and performs other duties as assigned.
• Maintains calendars of senior Public Works staff and assigned committee schedules. Sets up appointments for citizens/groups to meet with Public Works staff. Makes reservations for training and conference attendance, and maintains log of documents/contracts for signature, noting required information.
• Generates correspondence, memos, meeting agendas, minutes, requisitions, ordinance drafts, reports, forms, executive summaries, manuals, news releases, and/or other written materials as assigned.
• Attends committee and staff meetings as assigned.
• Assists with preparation of the various agendas and minutes; makes copies of the documents for public distribution at meetings; posts documentation to City website.
• Compiles, prepares, and distributes department records and reports, public notices, invoices, public service announcements, and other relevant materials.
• Uploads, updates, and adds/removes information to/from the Public Work's department and committee web page on the city’s website.
• Prepares purchase card documentation and purchase card reconciliations, budget transfer requests, financial reports and assists with preparation of departmental budgets.
• Coordinates processing of purchase orders, travel requests, payment of invoices, payroll, and other purchasing related duties for the department.
• Assists with year end and new fiscal year tasks.
• Performs a variety of essential record keeping duties and maintains department record keeping and filing system. Prepares, distributes, copies, scans, and files forms, materials, construction plans reports, records, and documents.
• Receives and reviews various records, forms, reports, and applications for the purpose of completing or verifying for accuracy; processes various forms required of assigned department, i.e., personnel forms, time sheets, purchase orders, applications; reviews, completes, processes, forwards or retains as appropriate.
• Creates and updates lists, inventories, and tables.
• Operates a personal computer to enter, retrieve, review, or modify data, utilizing Microsoft Word, Excel, Outlook, Access, PowerPoint, Executime, Tyler Munis, Energov, Granicus/Legistar, database, presentation, Internet, e-mail, or other software. Operates general office or other equipment as necessary to complete essential functions.
• Secures and administers grant programs for the Public Works Department.
• Develops and prepares all required reports needed for implementation of grant programs on the state and federal level.
• Assists in the administration and implementation of each grant related activity. Obtains wage decisions and interviews workers on job sites; certifies payrolls; and submits contractors for payment; amends work plans as necessary; works with participating parties; tracks expenditures.
• Ensures an accurate, timely, efficient, and transparent process for the entire grant life cycle, from proposal to closeout. Prepares and submits grant progress reports. Assists in the preparation of grant agreements.
• Attends meetings and workshops to maintain currency with latest regulations.
• Performs other tasks as directed by the Public Works Director, Stormwater Engineer and Project Manager.

Supervision:

• None

Bachelor's degree in business administration, accounting, public administration, finance, economics, engineering, or closely related field preferred; supplemented by two or more years of experience working with professional consulting firms, government, regulatory agencies, contractors, grant agencies, commercial businesses, or similar fields. Experience in implementing grant programs subject to regulations preferred. An equivalent combination of education, certification, training, and/or experience will be considered. Must have a valid Florida driver's license. Regular in office attendance is required.

Candidate is subject to interview(s), medical testing (including drug screening), and a comprehensive background investigation.

• Knowledge of applicable City policies, laws, and regulations affecting department activities
• Skill in working independently and following through with assignments with minimal direction
• Ability to operate a computer using Microsoft Office products (Word, Outlook, and Excel)
• Ability to establish and maintain effective and cooperative working relationships with those contacted in the course of work
• Ability to regularly attend work and arrive punctually for designated work schedule
• Ability to communicate effectively verbally and in writing
• Ability to organize work for timely completion
• Ability to follow oral and written instructions
• Ability to deal courteously and effectively with the public

PHYSICAL REQUIREMENTS:
Depending on functional area of assignment, tasks involve the periodic performance of moderately physically demanding work, usually involving lifting, carrying, pushing and/or pulling of moderately heavy objects and materials (up to 50 pounds). Tasks that require moving objects of significant weight require the assistance of another person and/or use of proper techniques and moving equipment. Tasks may involve some climbing, stooping, kneeling, crouching, or crawling. This position requires regular in-office attendance.

ENVIRONMENTAL REQUIREMENTS:
Tasks are regularly performed inside and/or outside with potential for exposure to adverse environmental conditions (e.g., dirt, cold, rain, fumes).

SENSORY REQUIREMENTS:
Some tasks require manual dexterity, in addition to visual and hearing acuity. Some tasks may involve identifying and distinguishing colors. Some tasks require the ability to communicate orally and in writing.

EMERGENCY RESPONSE AND ESSENTIAL EMPLOYEE STATEMENT
Every City employee has emergency response responsibilities, though not every position will be considered an essential employee during an emergency event. All employees are subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.

Preference shall be given to eligible current city employees. All vacancies are open until filled unless otherwise specified. The City of Marco Island is an Equal Opportunity Employer. The City of Marco Island is a drug free and smoke free workplace.