HomeMy WebLinkAboutEngineering & DPS Field and Office Coordinator Job Description 09 2024
CITY OF MONROE
JOB DESCRIPTION
ENGINEERING & DPS FIELD AND OFFICE COORDINATOR
Supervised By: Director of Engineering and Public Services or other administrator as
assigned
Supervises: No supervisory responsibilities.
Position Summary:
Under the supervision of the Director of Engineering and Public Services, this position
functions as a senior-level clerical and administrative role. Provides assistance to the
public through telephone and in-person interactions, compiles written communications and
reports, and manages departmental documentation. Performs various administrative tasks
to support operational functions.
Essential Duties and Job Functions:
An employee in this role may need to perform any or all of the following essential
functions. These examples do not encompass all duties the employee may be expected to
perform. To succeed in this job, an individual must be capable of satisfactorily performing
each essential function.
1. Assists the Director in coordinating the work of assigned part-time clerical staff.
2. Responds to public inquiries by phone, electronic submission, and in person.
Provides information pertaining to Departmental services or projects or refers
matters to the appropriate party. Tracks and files all complaints and handles
customer service issues within prescribed guidelines.
3. Prepares letters, forms, and other documentation in electronic or printed form to
support Departmental operations. Types letters and reports, creates charts and
graphics, and compiles requisitions and invoices. Produces creative output as
necessary. Develops and maintains databases pertaining to specific departmental
activities as required.
4. Communicates with Department employees or other departments concerning issues
of common concern, including citizen complaints or noted problem areas. Refers
more complex issues to Departmental staff as appropriate.
5. Maintains Department records and files, including the use of document scanners
and electronic storage systems and programs. Implements procedures and systems
for improving document retention and coordination of information.
6. Prepares and submits Departmental payroll and performs other bookkeeping tasks,
such as allocating employee time to financial and project accounts. Maintains
records of leave time accruals and personnel files.
7. Prepares equipment usage logs and maintains inventory records for commodity
items. Develops summary reports for internal use or submission to agencies.
8. Maintains work activity ledgers for specific accounts and activities, calculating and
preparing billings for departmental services, purchase orders, and payables listings
for submission to the Finance Department.
9. Prepares and processes contract documents and handles sales transactions of the
documents to prospective bidders.
10. Performs various office management duties such as replenishment of supplies and
inventories, maintenance of photocopy machine and mail distribution to and
collection from other City departments. Ensures adequate paid postage on
outgoing mail machinery and coordinates as necessary for updates, maintenance,
and repairs. Prepares reports on postage for internal and external use.
11. With content assistance from other departmental staff, processes and issues various
permits and
12. Enters data and monitors service requests using work orders, public interfaces, and
similar software programs.
13. Orders and maintains inventory of parts and supplies for fleet service needs.
Obtains license plate renewals for the City fleet.
14. Maintains records of fleet inventory and purchases, including parts and supplies,
service schedules, and related items. Notifies supervisory personnel and/or
mechanics as to the need for purchases and vehicle service appointments, securing
and scheduling each as directed. May also coordinate with third party fleet
management companies if appropriate.
15. Utilizes global positioning system devices and hardware to identify field
infrastructure and assets.
16.
program, including organization of proactive programs, addressing citizen
concerns, notifying residents, identifying and marking hazards, and coordinating
locations and costs for contract preparation. Corresponds with citizens to progress
as needed. Assists with field verification and reviews as needed.
17. Tracks removals, major trimming, and replacement of City trees in conjunction with
the City Forester. Coordinates with
(GIS) staff to ensure proper tracking regularly. Communicate with citizens
regarding progress and assist with field verification and reviews as required.
18. Coordinates with the airport manager regarding hangar lease preparation, billing,
inspections, and related matters. Refers delinquent accounts or lease agreement
violations to supervisory staff as necessary.
19.
months, documents violations, provides required notice, and coordinates
remediation of hazards with Public Services Department staff. Assists with field
verification and reviews as needed.
20. Assists Public Services staff with tracking and coordinating safety training, OSHA
compliance, and employee licenses and certifications. Arrange for training when
directed.
21. Organizes the refuse collection process for the downtown area, including
monitoring common dumpsters for excessive or illegal dumping, distributing
recycling carts when necessary, and tracking exceptions to baseline service.
Investigate violations and arrange for enforcement and/or remediation. Provides
support for field verification and conducts reviews as necessary.
22. When directed by appropriate supervisory personnel, provide assistance to other
departments in performing similar types of work within the same skills classification.
23. Performs supplementary duties as required.
Required Knowledge, Skills, Abilities and Minimum Qualifications:
The requirements listed below are representative of the knowledge, skills, abilities and
minimum qualifications necessary to perform the essential functions of the position.
Reasonable accommodations may be made to enable individuals with disabilities to
perform the job.
Requirements include the following:
● A high school diploma or GED supplemented by specialized vocational training in
secretarial science, office management, or a related field.
● or related field is
preferred.
● Three or more years of administrative secretary experience. Familiarity with public
works-type activities preferred.
● Minimum score of 70% on the City of Monroe aptitude examination.
●
● Thorough knowledge of modern office procedures and practices and skill in
applying them.
● Good knowledge of the structure, policies, procedures, and regulations of
municipal government.
● Skill in providing administrative support to municipal activities.
● Skill in using office equipment and technology, including Microsoft Suite
applications and department-specific software; and the ability to master new
technologies.
● Skill in maintaining a comprehensive filing system and retrieving various information
and data, including sensitive details requiring confidentiality and discretion.
● Ability to apply basic mathematics accurately and develop a working knowledge of
municipal budgeting and basic accounting.
● Ability to type and enter data rapidly and accurately in various programs, including
GIS.
● Ability to establish effective working relationships and use good judgment, initiative,
and resourcefulness when interacting with the public, community leaders, and other
employees.
● Ability to comprehend and execute complex oral and written instructions
independently.
● Ability to effectively communicate and present ideas and concepts orally and in
writing.
● Ability to critically assess situations, solve problems, maintain confidentiality, and
work effectively under stress, within deadlines, and changes in work priorities.
Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are
representative of those an employee encounters while performing the essential functions
of the job. Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions.
While performing the duties of this position, the employee is regularly required to
communicate in person and by telephone, read regular and small print, view and produce
written and electronic documents, and enter data on a computer keyboard with repetitive
keystrokes. The employee must be mobile in an office setting, stand, sit, stoop and kneel,
use hands to finger, handle, or feel and reach with hands and arms. The employee must
lift or push/pull objects up to 15 lbs. without assistance. Accommodation will be made, if
needed, for office employees required to lift or move objects that exceed this weight.
While performing the duties of this job, the employee is frequently exposed to outside
weather conditions. The noise level in the office work environment is quiet and may
become loud in field situations. Additionally, this position will also perform duties in a
business office setting where the noise level is quiet and sometimes moderate.
September 2024