Administrative Coordinator

This position is responsible for providing administrative assistance for the operations of the Engineering Department.

• Provides customer service; answers telephone, greets visitors; provides information and assistance; refers to appropriate personnel; takes messages and makes appointments.
• Dispatches work orders; relays information to work crews operating in the field; coordinates work orders with other city departments.
• Prepares monthly and annual reports, CIP Project List, maintains all project and personnel files, sick and vacation leave, and interdepartmental charges.
• Processes department payroll; tracks employee leave, evaluations, personnel action forms, health physicals, etc.
• Prepares and processes purchase requisitions for materials and equipment as well as requisition fees for employee training, license renewals, etc
• Maintains departmental accounts; monitors expenditures, prepares requisitions, and tracks purchase orders; maintains purchase card accounts.
• Prepares agenda items for monthly City Council meeting, new released public notices, door hangers, and letters.
• Coordinates and sends Invitation to Bid to Valdosta Daily Times, city website, Georgia Procurement Registry, contractors, VSEBs, etc
• Logs and tracks all site plans, construction plans, NPDES plans, and as-built plans; right-of-way permits, and driveway permits; receives related fees.
• Assists in preparing the annual budget; advises and assists supervisors in the budget process.
• Reports street light outages and downed trees and limbs to utility companies.
• Maintains and updates past and current SPLOST project list for the city websites; maintains project updates.
• City -wide GUPS Permitting Administrator for GDOT
• See, Click, Fix Administrator for the Engineering Department
• Performs related duties.

Requirements:

• Knowledge of modern office practices and procedures.
• Knowledge of the location of City streets
• Knowledge of city and departmental policies and procedures.
• Knowledge of computers and job-related software programs.
• Knowledge of budget management principles.
• Skill in reading maps.
• Skill in prioritizing and organizing work.
• Skill in the provision of customer services.
• Skill in the maintenance of files and records.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
• Skill in oral and written communication.
• Basic skills typically associated with a high school education.
• Sufficient experience to understand the basic principles relevant to the major duties of the position usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years