Public Works Office Coordinator

Purpose of Classification:

Under regular direction and in compliance with standard operating procedures and City policies, provides administrative, customer service, records, work order, purchasing, invoice, and project support for the Public Works and Gas Departments operating within the Fountain Inn Utilities Complex.

Reports To: Public Works Director or designee.

Essential Functions:
 

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. 

• Serves as the first point of contact for Public Works inquiries, service requests, and complaints received by phone, email, or in person; communicates tactfully and courteously with residents, customers, employees, vendors, and other stakeholders.
• Provides accurate information, resolves routine questions, and refers complex issues to appropriate Public Works staff or other City departments in accordance with City and departmental policies.
• Enters, updates, reviews, and researches service requests and work orders in the work management system; monitors open requests for accuracy, completion, and appropriate documentation.
• Provides administrative support by preparing correspondence, memos, reports, logs, meeting notes, and other written materials; makes copies, distributes information, and maintains departmental records.
• Maintains organized electronic and physical filing systems, including departmental records, promotional materials, recruitment materials, uniform records, and other assigned documentation.
• Generates and maintains daily bulk waste and cart delivery logs for Solid Waste operations.
• Utilizes and updates work order, asset management, mapping, purchasing, financial, and related software systems as required.
• Processes invoices, purchase orders, and requisitions; tracks expenditures; reconciles related records; and coordinates with Accounting/Finance to support departmental budget administration.
• Orders and maintains office supplies and assists with departmental inventory and administrative needs.
• Conducts research and assists with special projects, reports, data collection, and operational initiatives as assigned.
• Provides administrative support during emergency operations, inclement weather events, or other City operational needs as required.

Ability to:

• Develop and maintain cooperative and professional relationships with employees and all levels of management to include representatives from other departments, external organizations, and the general public.
• Communicate basic information to coworkers, internal customers, and the public in a respectful and knowledgeable manner.
• Appropriately handle confidential information, understand discretion and chain of command.
• Use effective judgment in discussing and resolving customer-related issues consistent with City and departmental policies and procedures.
• Maintain excellent organization and attention to detail; develop and maintain filing systems; and maintain accurate records using a variety of source materials.
• Understand and follow complex oral and written instructions.
• Work with frequent interruptions and changes in priorities.
• Prepare clear and concise written reports, summarize meeting minutes, and compose emails, business letters, and various correspondence in a clear and professional manner.
• Make basic mathematical calculations, track and reconcile expenditures, and ensure accuracy of invoices and other related documents.
• Utilize specialized software and systems in performance of job duties, which may include work management, asset management, mapping, purchasing, financial, and records systems.
• Operate general office equipment to include scanner, printer, copier, telephone, and computer with Microsoft Office Suite.
• Maintain confidentiality, follow chain of command, and exercise sound discretion when handling sensitive information, customer concerns, departmental records, and operational matters.

Additional Functions: Perform other duties as assigned. 

Minimum Qualifications: High school diploma or GED required; supplemented by two years of related experience in customer service, administrative support, utility billing, public works, municipal government, or a related field preferred; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Preferred Qualifications: Experience with municipal government, public works, utilities, customer service, work order systems, asset management systems, financial systems, records management, or Microsoft Office Suite.

Specific License or Certification Required: None.  

Specific Knowledge, Skills, or Abilities: Must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all City or departmental policies, practices, and procedures necessary to function effectively in the position. 

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