Special Projects Coordinator

Position Description

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Position Title: Contract Coordinator Department/Division: Public Works / Administration Reports To: Public Works Administrative & Contract Supervisor Direct Supervision: N/A Pay Grade: 110 Position Type: Full Time FLSA Status: Non-Exempt EEO Code: 6 - Administrative Support

Technology Category : Mobile Device: No Remote Access: Y Category NA

Exposure Category: Category 3 NIMS Classification: Safety Sensitive: Y Emergency Response: N

Last Modified: August 15, 2025

Summary/Objective The Contract & Project Coordinator supports the Public Works Department by managing contract processes and coordinating assigned projects from initiation to close- out. This includes preparing, processing, and tracking contracts, invoices, permits, and supporting documentation. The position will also assist with special projects, ensure deadlines and compliance, and maintain communication with internal departments, contractors, and outside agencies.

Essential Functions / Responsibilities

• Responsible for the development, administration, tracking, and execution of contracts related to assigned projects. Duties include ensuring compliance with insurance and bonding requirements, reviewing and facilitating approval of payment requests, updating fee and payment schedules, and maintaining contract information in the City's Contract Management system.
• Prepares monthly, quarterly, and yearly reports for local, state, and federal agencies regarding contract compliance.
• Responsible for the project management of assigned projects. Duties include preparing, reviewing, and getting required approval associated with the project, and keeping applicable City, State, and/or Federal departments apprised of the project status.
• Assists in the scheduling, participating and documenting formal bid openings and RFPs . Prepares bid tabulations and analyzes bids to determine responsiveness to the solicitation.
• Assists the assigned Project Engineer or Project Manager in evaluating bidder responsibility based on previous contract performance, preparing necessary justification for bid awards , and monitoring performance of contracted parties.
• Collaborate closely with internal teams, vendors, and external contractors to track assigned projects, monitor deadlines, deliverables, and expectations, provide continuous status updates to stakeholders, and proactively identify and address potential roadblocks.

Position Description

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• Work with the City's Communications division to c oordinate all project -related external and internal communications, including press releases and the city's social media pages and website.
• Assist the department in coordinating and implementing the Accreditation process. Lead in coordinating research, reporting, analysis, and follow -up related to the Accreditation process.
• Assist the department in implementing and evaluating new systems, processes, or technology to enhance project tracking and reporting.
• Provide administrative support, information, and directions to employees and the public regarding the Public Works department. Responds appropriately to inquiries regarding Public Works projects, construction, and contracts .
• Serve as backup to the Department's Administrative function .
• May take on some duties of the Public Works Administrative and Contracts Supervisor in their absence.
• May be asked by the supervisor to perform other duties that are not listed but are essential to the job.

Minimum Qualifications / Requirements

• Ability to read, write, and understand English with proper spelling and grammar to communicate effectively orally and in writing.
• Ability to process, prioritize , and organize large and varying amounts of information with effective results.
• Ability to prioritize work and meet deadlines with effective results.
• Ability to avoid safety hazards.
• Ability to work independently, as part of a team , and/or with the public.
• Ability to protect and maintain confidentiality of information.
• Ability to analyze and improve workflows and operational processes.
• Ability to manage multiple projects and deadlines.
• Ability to understand and use the City's Permits & Licensing system.
• Ability to understand and use the City's Contract Management System.
• Proficient in using Microso ft Office Suite , including Outlook and Word .
• Knowledge of the principles and practices of project management and contract management .
• Proficien t in document management and data tracking systems.
• Standard office procedures, systems , and practices, including computer use .

Education, Training, and Certification Requirements

• Five (5) years of contract administration and project management experience. A bachelor's degree in business administration, accounting, or equivalent, with at least three (3) years of contract administration and project management experience is preferred .
• Experience in a municipality project manager or contract administrator preferred.
• Strong project coordination experience in public works, facility management , or municipal operations, preferred.

Position Description

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• Completion of NIMS requirements within one (1) year of hire date.
• Must possess a valid driver's license and acceptable driving record per the City's drivers . Use of Vehicles for City Business policy throughout employment with the City.

Post -Offer Testing / On -Going Standards

Post - Offer On- Going Aptitude Assessment / Skills Testing Background Investigation X Fingerprinting Credit Report Review Drug Screening / Breath Alcohol Testing X Medical Evaluation / Essential Functions X DOT Covered Testing Motor Vehicle Records Search X X Polygraph Examination Psychological Evaluation

General Aptitudes and Physical Requirements The Americans with Disabilities Act requires that we identify the general aptitudes and physical requirements needed to perform the position listed above. Individuals in this position must be able to perform all essential functions unaided or with reasonable accommodation.

I. Mental Abilities. General learning ability. The ability to "catch on" or understand instructions and underlying principles.

Ability to understand and follow oral instruction Ability to understand and follow written instruction Ability to guide and/or give instructions Ability to make decisions in accordance with established procedures and policies Not essential to job function

II. Verbal Abilities.

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Ability to understand meanings of words and ideas associated with them to use them effectively. To comprehend language, to understand relationships between words, and to understand meanings of whole sentences and paragraphs. To present information or ideas clearly.

a. Speaking / Talking Answering telephone, radio, or switchboard Communicating with City officials Communicating with general public Communicating with vendors Communicating with supervisors and/or with other employees Communicating with others in departmental operations Not essential to job function

b. Hearing / Listening For communication with City officials, public, vendors, supervisors, and/or other employees Not essential to job function

c. Reading (ability to read and understand text) Essential to job function Not essential to job function

III. Numerical Ability to perform arithmetic operations quickly and accurately.

Ability to perform accurate two- digit calculations Ability to perform accurate calculations aided by a calculator, adding machine, or measurement device Not essential to job function

IV. Spatial Abilities Ability to comprehend forms in space and understand relationships of plan and solid objects. May be used in such tasks as blue print reading and in solving geometry problems . Frequently described as the ability to "visualize" objects of two or three dimensions, or to think visually of geometric forms.

Essential to job function Not essential to job function

V. Motor Coordination Ability to coordinate eyes and hands or fingers rapidly and accurately in making precise movements with speed. Ability to make a movement response accurately and quickly.

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a. Manual Dexterity Ability to move the hands easily and skillfully. To work with the hands in placing and turning motions. Use a telephone Use switchboard Use radio/console Use a calculator Use a copy machine Manipulate computer keyboard and mouse Use a postage machine Use hand tools Use power tools Other:

Not essential to job function

b. Finger Dexterity Ability to move the fingers and manipulate small objects with the fingers rapidly or accurately. For example: electrical wiring. Essential to job function Not essential to job function Explain: __

VI. Physical Demands

a. Strength The quality, state, or property of being strong. The power to withstand strain, force, or stress Ability to manipulate materials and/or equipment ( lbs.) Frequency