Development Services Support Coordinator (Engineering, Transportation & Mobility Division)

Administrative Coordinator

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Current Vacancy in the Engineering, Transportation & Mobility Division Starting Pay For This Position Dependent On Qualifications

Job Summary : Under the direction of either the Planning Manager or the City Engineer, the Administrative Coordinator performs a variety of administrative and clerical duties to ensure effective support for Development Services (either the Planning or Engineering Division). The role requires excellent organization, discretion, and multitasking abilities to manage calendars, emails, meeting scheduling, and project coordination. This role supports the division's management team by maintaining smooth operations and timely communication within the department and with external stakeholders. The incumbent may supervise one to three (1 - 3) office support staff. Work is reviewed through conferences and written reports for results obtained and adherence to established policies and procedures.

Essential Job Functions and Responsibilities :

General Administrative Support for Division Management :

• Approves the requisition of supplies and equipment; prepares budgets and payroll for the assigned division.
• Maintain and manage the calendars of the Division Manager (Planning or Engineering), ensuring efficient scheduling of meetings, appointments, and events.
• Designs and maintains specialized filing systems, document or library collections; maintains appointment calendar; coordinates special projects or committees as directed by superior.
• Monitor and manage the email inbox of Division Management, prioritizing and flagging important communications, and drafting responses when required.
• Schedule and coordinate meetings, prepare agendas, take minutes, and follow up on action items for division-related meetings.
• Handle incoming communications, including phone calls, emails, and in-person inquiries, ensuring timely and appropriate responses or redirection.
• Prepare and edit correspondence, reports, and presentations as requested by division leadership.
• Track incoming contracts, ordinances, and significant documents, ensuring proper review and response by the Division Manager.

Customer Service and Public Interaction :

Project Coordination and Operational Efficiency :

Office Management :

Planning Division-Specific Support :

Engineering Division-Specific Support :

The Requirements :

Education / Experience :

Preferred :

Certificates, Licenses, Registrations :

Knowledge, Skills, Abilities :

Physical Demands : The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to walk, sit, write, hear, speak and be required to exert up to 50 pounds of force occasionally and / or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. May require the use of fingers or hands to manipulate objects such as picking, gripping, or pressing. Specific vision abilities required by this job include close and distance vision, peripheral, and depth perception. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment : Work is performed primarily in an office environment that requires the employee to be sensitive to change and responsive to changing goals, priorities, and needs.