CIP ADMINISTRATOR

CIP ADMINISTRATOR

Salary

$50,980.80 - $81,577.60 Annually

Location

Public Works, FL

Job Type

Full-Time

Job Number

202400156

Department

Public Services

Opening Date

11/05/2026

Closing Date

11/17/2026 11:59 PM Eastern

• Description
• Benefits
• Questions

Job Summary

Performs responsible administrative and project coordination work in support of the City's capital improvement program under the supervision of the City Engineer. This role supports capital projects throughout the full project lifecycle, including planning, procurement, design, bidding, construction, and closeout. Responsibilities include maintaining project records and tracking systems; coordinating contracts, meetings, invoices, grants, and project correspondence; monitoring deliverables, deadlines, approvals, and action items; and following up with consultants, contractors, project managers, City departments, and outside agencies. The position promotes consistent documentation, timely communication, and organized project delivery while technical review, decision-making, negotiation, and authorization remain with designated engineering and project management personnel.

Essential Job Functions

TECHNICAL SKILLS

• Maintains:

• Project documentation, including contracts, task orders, plans, specifications, estimates, permits, correspondence, invoices, pay applications, RFIs, submittals, change orders, schedules, testing records, and closeout materials.

• Records of project budgets, expenditures, encumbrances, contract balances, change orders, contingencies, grant funding, and reimbursements.

• Reviews:

• Procurement, contract, invoice, and project documentation for administrative completeness, required supporting information, consistency, and proper routing.

• Consultant invoices and contractor pay applications for required supporting documentation.

• Administers:

• The document-control process throughout design and construction, including design scopes, plans, specifications, estimates, design submittals, RFIs, shop drawings, and other project deliverables. Responsibilities include logging, routing, monitoring review periods, maintaining response records, and following up on overdue items. Technical review remains with appropriate engineering or project management personnel.

• Coordinates:

• Follow-up with consultants, contractors, project managers, and other City staff to track project needs, required files, outstanding deliverables, approvals, documentation, and action items throughout the project lifecycle.

• Administrative processing and approval tracking for consultant invoices and contractor pay applications.

• Change-order and work-change-directive documentation, logs, supporting records, and approvals. Technical evaluation, negotiation, and authorization remain with designated project personnel.

• Collection and filing of inspection reports, material testing results, certifications, permits, contractor documentation, and records required by contracts or funding agencies.

• Project closeout documentation, including punch-list records, completion documentation, final pay applications, warranties, operation and maintenance manuals, record drawings, releases, asset information, and turnover of records.

• Assists with:

• Grant applications, grant agreements, reimbursement requests, reporting, extensions, compliance documentation, and grant closeout activities.

• Periodic project and grant financial reporting.

MANAGEMENT SKILLS

• Establishes and maintains:

• Procedures for organizing and managing capital project files and records throughout procurement, design, construction, and closeout.

• Tracking systems for project schedules, milestones, consultant deliverables, procurement activities, contracts, invoices, pay applications, RFIs, submittals, change orders, and closeout requirements.

• Conducts:

• Periodic reviews of project and grant files to identify missing, incomplete, or overdue documentation.

• Follow-up with responsible project personnel regarding outstanding documentation, deliverables, and required actions.

• Assists with:

• Commission agenda items.

• CIP status reports and project dashboards.

Minimum Qualifications, Licenses, Certifications

Education and Experience

• Associate's degree from an accredited college or university in Construction Management, Business Administration, Public Administration, Engineering Technology, or a related field.
• Two years of progressively responsible administrative or project coordination experience in a public works, engineering, construction, utilities, or capital improvement program environment.
• An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.

SPECIAL REQUIREMENTS

Emergency Response Status: As a condition of employment, City of St. Pete Beach employees may be required to work as directed during an undeclared and/or a declared emergency. All employees are subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the official job description.

Knowledge, Skills, Abilities, Physical and Environmental Conditions

Knowledge, Skills and Abilities

• Thorough knowledge and skill in the implementation and operation of data and word processing systems, as well as the care of the equipment.
• Proficient in Microsoft Word, Excel, and PowerPoint software.
• Familiarity with modern office practices and procedures, business English, and spelling.
• Understanding of city government operations and financial/budgeting procedures.
• Strong professional skills as a telephone operator/dispatcher to effectively answer and assist citizens, tourists, and community leaders with complaints and general information for community relations.
• Ability to manage stress and prioritize tasks as necessitated by the workload.
• Ability to establish and maintain effective working relationships with officials, department directors, contractors, associates, and the general public.

Physical Requirements and Working Conditions

• This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects.
• Work requires various physical activities, including crouching, reaching, walking, pushing, fingering, grasping, and repetitive motions.
• Vocal communication is necessary for expressing or exchanging ideas through spoken words, and hearing is required to perceive information at normal spoken word levels.
• The worker is not subject to adverse environmental conditions.

Benefits*

• 12 Paid Holidays
• Group Health: 100% Employer paid Employee Health Insurance, and 40% Employer paid Dependent Health Insurance. PPO and HSA plans.
• Group Dental: 100% Employer paid Employee Dental Insurance Plan Option
• Group Vision Insurance
• Flexible Spending Account
• Health Savings Account
• A 10% 401(a) Employer Retirement Contribution (no employee contribution necessary).
• 457 Retirement Plan (Mission Square or Nationwide) Deferred Compensation Plan
• 100% Employer paid Life Insurance and Accidental Death & Dismemberment - 1x annual salary
• Short-term Disability Insurance (MAPS employees), Sick Time (CWA employees) or Catastrophic Illness Leave (IAFF employees)
• Group Dental Insurance
• Group Vision Insurance
• Flexible Spending Accounts
• Health Savings Accounts
• Paid Time Off (PTO)
• Employee Assistance Program (EAP)
• Tuition Reimbursement (after one year of service)
• Voluntary Ancillary Benefits
• Discounted Children's Break Programs
• Free Beach Parking Pass
• 24/7 Access to Recreation Center Fitness Room

Paid Holidays*

New Years Day Veterans Day

Martin Luther King Day Thanksgiving Day

Presidents Day Day after Thanksgiving

Memorial Day Christmas Day

Independence Day Juneteenth

Labor Day

01

Do you have a valid Florida Driver's License, or the ability to obtain one if hired?

• Yes
• No

02

As a condition of employment, City of St. Pete Beach employees may be required to work as directed during an undeclared and/or a declared emergency. All employees are subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the official job description. Do you agree to this condition of employment?

• Yes
• No

03

Do you have a High School Diploma or GED?

• Yes
• No

04

Do you have an Associate's degree from an accredited college or university in Construction Management, Business Administration, Public Administration, Engineering Technology, or a related field?

• Yes
• No

05

Do you have at least two years of progressively responsible administrative or project coordination experience in a public works, engineering, construction, utilities, or capital improvement program environment?

• Yes
• No

06

Do you have an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities for this position? If yes, please describe your qualifications and relevant experience.

Required Question

Employer St Pete Beach, City of (FL)

Address 155 Corey Ave

St Pete Beach, Florida, 33706

Phone 727-363-9251

Website https://www.stpetebeach.org/