Public Works Administrative Coordinator

Join our dynamic Public Works Department as an Administrative Coordinator, where you'll play a key role in supporting our Public Works department in a rapidly growing town. Reporting to the Town Engineer, you'll take on highly responsible administrative tasks that are essential to the department's success. In this role, you'll be a valuable resource for staff, residents, and officials-managing complex, sensitive, and critical communications with professionalism and care. If you're an organized, detail-oriented individual who thrives in a collaborative environment and enjoys making an impact through meaningful administrative work, we encourage you to apply! All staff are expected to adhere to the Town's mission, vision, and values ofTRUE.

• Full-time : Monday - Friday, 8:00am - 5:00pm

• The Administrative Coordinator position for Engineering will require in-office work, Monday through Friday, for the first six months. A hybrid schedule working three days in office and two days remote, may be considered after that period.

• Handles full range of clerical and administrative details, including high level research, spreadsheets, data manipulation, preparation of complex documents and database administration
• Schedules and coordinates meetings and conferences
• Processes, tracks, and issues Right of Way Permits, Public Improvements Permits, and Access Permits; Contractor License verification, and guidance on how to apply for a license
• Maintains and updates Standard Operating Procedures for Public Works Permitting through the Town's permitting software
• Train Public Works staff on permit workflow for the Town's permitting software
• May assist with departmental preparation of Council memos, resolutions, and staff reports; provides preparation assistance
• Drafts agreements and coordinates execution
• May assist with entering employment requisitions
• Works closely with the Finance Department regarding the processing of invoices, progress payments, purchase orders, journal entries, billing data, and other finance-related activities
• Handles difficult and/or technical correspondence including contracts and legal documents; maintains accurate records, reports, financial reports, and statistical reports
• May assist in tracking budget line items to ensure spending is appropriate and follows purchasing policy.
• Assists division heads with the preparation and maintenance of budget items.
• Performs detailed data entry; prepares spreadsheets and graphs to interpret data for supplemental and fiscal budget
• Coordinates with department divisions on CORA requests and is the primary point of contact for Public Works requests
• Respond to all Public Works related Erie Submit requests
• Independently works with divisions, maintains project documents, and establishes agendas
• Coordinates Town-wide activities or assumes significant responsibilities that have broad impact on the entire Town
• Prepares and maintains departmental records and reports for meetings, notices, agendas, and other matters
• Establishes and maintains traditional and electronic record keeping systems and complies with all record retention policies of the Town

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  Handles phone calls and inquiries; solves routine problems within scope of authority; handles and processes all routine correspondence, letters, and memos, drafting appropriate responses

  
  
• Coordinates and maintains file clean-up for the Engineering Division
• Scans and transfers files into the Town's Records Management System
• Trains staff in the use of department related software
• May assist with reconciling Town Purchasing Card transactions - reclassifying transactions to appropriate account codes, adding informative descriptions and marking the statement as reviewed
• Coordinates all Public Works Department clothing orders
• Coordinates annual update to the Town's Standards and Specifications
• May update and maintain departmental website including information regarding bids, press releases, maintenance and other department specific items

• Associates Degree in Business Administration, Public Administration, office automation or a related field.
• Five (5) years of administrative or office management experience.

An equivalent combination of education and experience may be considered.

• Notary Public Commission is preferred.
• May be required to be bondable.

• Government/municipal experience.
• Knowledge and experience working with Public Works and Engineering departments.
• Excellent verbal and written communication skills to interact professionally with internal and external stakeholders as well as Town residents.
• Experience providing high-level customer service.
• Ability to work in a matrix environment, which includes receiving direction and assignments from multiple managers or supervisors within the department.
• Demonstrated experience in using Microsoft Word, Excel, Office, Teams, etc.
• Strong attention to detail in handling confidential or sensitive information.
• Skilled in organizing and preparing for meetings, including creating agendas, presentations, taking minutes and following up on action items.
• Ability to effectively prioritize tasks, meet deadlines and maintain flexibility in a fast-paced environment.

Knowledge of: Extensive knowledge of procedures, policies, rules and regulations governing administrative functions with broad knowledge of current office procedures and practices, Microsoft office programs - especially in word processing and database/spreadsheet programs, scheduling and coordinating meetings.

Skills in: making independent decisions and assist in routine managerial decisions; effectively working with other employees, vendors, contractors and the general public. Following complex oral and written directions; composing effective and accurate correspondence and reports; handling non-routine matters; ability to carry out a wide scope of duties. Maintaining confidentiality and handling confidential issues with tact and discretion; exercise initiative and to make sound independent judgments. Researching and prepare reports for special projects; read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations; write reports, business correspondence, and procedure manuals; effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Calculating figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume; apply concepts of basic algebra and geometry. Defining problems, collect data, establish facts, and draw valid conclusions; interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

Work is performed in a standard, inside office environment with frequent to constant use of a personal computer, exposure to moderate noise levels, and occasional vibrations. Work may require frequent local travel, and occasional out of town travel. Some tasks may rarely involve exposure to extreme temperatures, chemicals, gases/fumes/dust, outside work, walking on uneven surfaces, working at height, light/power equipment ops, heavy equipment, work in traffic, and high noise levels. Work may involve competing demands, performing multiple tasks, and working to deadlines.

While performing the duties of this job, the employee is frequently sitting, standing, or walking for extended periods of time. Tasks generally require talking, hearing, grasping, fingering, and handling of objects. Occasionally employee may perform tasks while stooping, kneeling, squatting, reaching, lifting over 10 pounds, using visual acuity and peripheral vision. Some tasks may rarely involve running, climbing, balancing, and use of depth perception and color discrimination, as well as lifting items weighing 50 to 100 pounds.

The Town of Erie offers a comprehensive benefit package and pays a major portion of the employee premium to make these benefits more affordable for you. Coverage of these benefits begin the 1st of the month following date of hire for benefited employees regularly working an average of 30 hours per week. Each year you will have the option of changing your elections through open enrollment. To learn more, review thebenefits webpage.

Designated full time employees are eligible for the following benefits:

• Robust Medical, Dental and Vision plans including spouse, domestic partner and family coverage options
• Supplemental Accident, Critical Illness and Hospital Plans
• Voluntary Life/AD&D
• Employer paid Basic Life/AD&D
• Employer paid Short and Long Term Disability
• Diagnosis and infertility treatment options via Cigna plans
• Employer paid Employee Assistance Program
• Robust extended sick leave and family sick leave program
• Up to 48 hours of Colorado Sick Leave - 1 hour earned for every 30 hours worked in a pay period
• 3.5 Weeks of Paid Time Off (PTO) per year (increases with years of service)
• 40 hours of pre-loaded Paid Time Off (PTO) to each new employee upon hire
• Fifteen (15) Paid Holidays
• Twenty-Four (24) Hours of Paid Volunteer Leave
• Up to 12 weeks of paid Parental Leave for bonding with a new child
• Option to sell back PTO after two years of continuous employment
• 457 Retirement Plan, with a 5% employer match and immediate 100% vesting in your deferral contributions AND employer contributions
• Education reimbursement up to $2,000 per year
• Individual free membership to the Erie Community Center and steep discounts on couple or family memberships.
• Half-off charging at town-owned EV charging stations
• Pet Insurance
• Employee Discount Program through Benefits Hub
• Eligible for discount Dell Computer program
• Onsite/virtual trainings for growth and development opportunities

We are a Public Service Loan Forgiveness (PSLF)-qualified employer!

The Town is dedicated to the principles of equal employment opportunity in any term, condition or privilege of employment. Applicants, employees and former employees are protected from employment discrimination based on race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age (40 or older), disability and genetic information (including family medical history), veteran status, marital status or any other status protected by federal, state or local law. This prohibition includes unlawful harassment or discrimination based on any of these protected classes. Unlawful harassment includes verbal or physical conduct, which has the purpose or effect of substantially interfering with an individual's work performance or creating a severe, intimidating, hostile or offensive work environment. This provision applies to all employees, including directors, supervisors, co-workers, and non-employees such as residents, members of all boards and task force groups, contractors, vendors, consultants, etc.