Public Works & Planning Coordinator

GENERAL PURPOSE: 

The Public Works & Planning Coordinator is a key member of a collaborative team, providing general administrative support and program coordination for the Public Works, Building Inspection and Zoning Administration, and Planning Departments.  The role involves technical and specialized administrative support for various departmental activities. Responsibilities include providing confidential administrative support to department directors, assisting with departmental budget preparation and monitoring, offering project management support, serving as the primary departmental contact for inquiries from the general public and other City personnel, scheduling resources, conducting data research, processing work orders, managing departmental purchasing, compiling information for staff reports, maintaining records, and assisting with special projects as assigned.  The position may flex work hours to accommodate early morning or evening meeting attendance.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provides confidential assistance to the Public Works, Building Inspection, Zoning, and Planning Departments.
• Serves as the primary departmental contact for the public, receiving, routing, processing, and following up on citizen inquiries, ensuring the department provides timely complaint resolution and information.
• Perform technical and administrative functions, maintaining department database programs, property files, spreadsheets, and mapping systems.
• Prepares and Approves timesheets and payroll as assigned by Department Directors.
• Coordinates Department meetings, events, and training programs.  Responsible for publication of agendas, publication of notices, and compilation of meeting minutes.
• Uses social media, the City website, and other programs and media to effectively communicate information to the intended audience.
• Assists in preparing and monitoring department annual operating budgets.
• Creates, tracks and maintains work orders for the Public Works department.
• Processes invoices/purchase orders and maintains records.
• Assists in the maintenance of project cost tracking.
• Aids in preparing grant applications and reviewing progress toward meeting grant requirements.
• Coordinates capital projects, including bidding, contracting, documentation, project inspection scheduling, submittal review tracking, meeting schedules, notes, and document collection.
• Assists with department planning, scheduling, and allocation of resources, including managing advertising and documenting bidding procedures for department and capital projects.
• Assist in administering work in right-of-way permits.
• Assists in preparing special assessment letters, street opening permits, ordinance violations and public informational mailings.
• Performs other duties as assigned.

QUALIFICATIONS:

High School diploma or equivalent and three years of experience as an administrative assistant.  One-year Office Assistant Technical Diploma or completion of an Administrative Assistant, Business Management, GIS, or Civil Engineering Associates Degree or equivalent from two-year college or technical school preferred, or any equivalent combination of training and experience which provides the necessary knowledge, ability and skills.  Municipal government experience preferred.  Technical training in land use and/or GIS Mapping preferred.

NECESSARY KNOWLEDGE, SKILLS AND ABILITIES:

• Proficient in customer service principles with strong interpersonal communication skills and an ability to work with a wide variety of people in a courteous and professional manner, in person, via technology and over the telephone.
• Ability to draft accurate documents, letters and other correspondence, using correct spelling, grammar, and punctuation.
• Knowledge of office administrative practices and procedures, including file and document management procedures and practices.
• Advanced skills using word processing, graphics, spreadsheet, database, and other software to create documents and materials requiring the interpretation and manipulation of data.
• Knowledge of or ability to learn specialized software, including, GIS software, ArcGIS Online, E.S.R.I., iWorq, etc.  or ability to gain needed knowledge.
• Ability to make sound decisions and exercise good judgment in the absence of supervision.
• Manage multiple work assignments and complete them accurately and in a timely manner.
• Knowledge of and ability to read and interpret information regarding ordinances, rules, policies, procedures, and operating practices.
• Maintain strict confidentiality of privileged information, using a high degree of tact, diplomacy, and discretion in dealing with sensitive and confidential situations with both internal and external parties.

Work Environment:

Work is normally performed in a climate-controlled office environment with minimal physical exertion. Activities include frequent written and verbal communication with city staff, council members, and the public.  Uses the telephone and computer technology extensively to communicate with numerous parties to address concerns and issues.  Requires the ability to occasionally lift and move paper or other office supplies weighing 25 lbs. or more.  The position may flex work hours to accommodate early morning or evening meeting attendance.

Equal Opportunity Employer:

The City of Waupun is an Equal Opportunity Employer.  In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.