PURPOSE OF CLASSIFICATION
The purpose of this classification is to assist management in planning, monitoring, and coordinating department activities. Duties include project scheduling, monitoring, and implementation. Compiles, organizes and summarizes information. Administers and coordinates the contract and grant processes. Assists with the capital improvement plan, operational performance management and budgetary documentation.
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.
General Duties:
Coordinates daily work activities, organizes, prioritizes and assigns work; monitors status of work in progress and inspects completed work; consults with assigned staff; assists with complex/problem situations and provides technical assistance; maintains calendar of activities and deadlines; schedules activities such as meetings and appointments; maintains primary project calendar for department, distributes as appropriate.
Supervises, directs, and evaluates assigned staff, processing employee concerns and problems, directing work, counseling, disciplining, and completing employee performance appraisals; coordinates or conducts training activities.
 
Assists in ensuring departmental compliance with all applicable codes, laws, rules, regulations, standards, policies, and procedures.
Coordinates departmental projects and work activities with those of other departments, contractors, outside agencies, or others as needed.
Coordinates the administrative activities involving the capital improvement and/or operations projects; assists in overseeing the budget by providing summaries and account balance sheets; prepares and administers construction and/or operations contracts; coordinates contract administration of construction projects; schedules and monitors project progress; prepares project manuals and contract documents for distribution to bidders and project managers; maintains current plan holders list; updates construction data companies, plan holders and Town Clerk’s office during the bid process; coordinates and conducts public bid openings; summarizes bids with short and long bid tabulations; prepares draft resolution and memo to Town Council recommending award; notifies bidder awarded contract; monitors, processes, and prepares pay applications, project budgets, shop drawings, and all other necessary documents during the construction and/or operations phase.
Provides recommendations concerning operational performance management and changes as appropriate; prepares correspondence and technical memorandums as required; develops, updates, and analyzes spreadsheets; reviews and provides summary reports for utility operational data; assists in monitoring regulatory permit requirements.
Provides assistance and information related to construction projects, contracts, permitting activities, documentation procedures, fees, budgets, purchasing activities and other issues; responds to routine questions or complaints; researches problems, and initiates problem resolution.
Compiles and/or monitors various administrative or statistical data; analyzes data and identifies trends; prepares and generates reports and maintains records.
Reviews and proofreads work produced by others; provides assistance with revisions as needed.
Provides assistance in obtaining, compiling, and summarizing various data and information; reviews and processes various documents; provides agreements, project and account status reports and related documentation.
Oversees the processing of department documentation within designated timeframes and per established procedures; designs and updates forms.
Manages purchasing activities; coordinates supply and equipment orders and processes related documents; researches potential purchases and obtains competitive price quotes; initiates requisition for purchase orders; reviews and approves invoices for payment; researches discrepancies; codes invoices to assign expenditure to proper budgetary accounts; coordinates payment of expenditure to vendor. 
Provides administrative support to the department; answers incoming calls; copies documents; copies and binds project manuals; faxes documents; files paperwork; distributes various correspondences; sets up general meetings and travel arrangements.
Assists with website content management and other public information activities.
 
Assists staff members utilizing software programs and creating documents including correspondence, spreadsheets, forms, tables, schedules, templates, mail merge documents and others as needed; prepares templates for frequently used forms.
 
Performs other related duties as required.
Duties when assigned to the Utilities Department:
Consults with the Utilities Director, Assistant Director, Utilities Business Administrator, and other officials to review operations/activities, review/resolve problems, receive advice/direction, and provide recommendations; attends Town Council meetings as required.
Facilitates the daily operations of the Utility Department including bids and contracts, agreements, easements, attorneys and other correspondence, payroll, accounts receivable/payable, billing and collections.
Coordinates reports and disseminates public information during emergency events on behalf of the Director and other Town management. Serves within the Town’s Incident Command Structure (ICS) in a highly responsible role.
Coordinates and prepares Town Council Agenda schedule for department; interacts with the Town Clerk’s office regarding scheduling issues and agenda information.
Coordinates and provides information to Office of Inspector General (OIG) related to Request for Proposals/Qualifications (RFP/Qs), Invitation to Bid (ITB) and contracts. Makes application for grants, coordinates with grant agencies to obtain executed contracts, and prepares status reports, requests for reimbursement, and other contract administrative requirements for fulfillment of the grant conditions.
Assists with attesting Utilities Director’s signature on various agreements.
Assists in preparing and/or monitoring budget for area of assignment; monitors status of expenditures in relation to available funds in budget accounts and authorized Contract Price; requests budget transfers; obtains price quotes for purchases as required.
 
Maintains files/records of project records, drawings, contracts, and other documentation.
Assists with the coordination of water/stormwater master planning; long range planning; capital improvement project plans. 
 
Prepares and administers construction contracts for capital improvements projects; coordinates bid phase of construction projects; assists with contract submittals/shop drawings/record drawings; processes contractor and consultant payment applications; monitors and processes grant funding agreements in support of capital programs.
 
Communicates with Director, Town officials, employees, other divisions, other departments, contractors, consultants, vendors, suppliers, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, resolve problems, or give/receive advice/direction. 
 
Manages and coordinates the Town’s participation in the annual Florida Section of the American Water Works Association (FSAWWA) Drop Savers Poster Contest; solicits community participation; provides details of contest to local schools for contest involvement; solicits donations/sponsorships from local businesses; coordinates poster judging; coordinates submission to the FSAWWA for State-wide contest; organizes prize packages for contest winners; prepares agenda item to the Town Council for National Drinking Water Week Proclamation; plans and attends awards reception; and develops/monitors special activity budget. 
 
Monitors the Utilities’ continuing services and unit price contracts; prepares and manages contract renewals/extensions. Coordinates solicitation of bids/proposals as required.
 
Assists with administrative functions pertaining to the Loxahatchee River Preservation Initiative (LRPI); may attend meetings; coordinate ordering and delivery of lunch for meeting; prepare/distribute meeting minutes; coordinate and manage grant applications and submissions; prepare documents including legislative briefs, agendas, and presentations; maintains LRPI website; and attend events as needed. 
 
Performs records management functions; maintains file system of various files/records for the department/division; prepares department records for imaging; coordinates merging of files with department/division; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; purges, shreds, or destroys confidential or obsolete documents; conducts records maintenance or destruction activities in compliance with guidelines governing record retention.
 
Preparation and distribution of bulk mailings/surveys.
 
Coordinates responses to public records requests on behalf of the Department.
 
Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for department/division staff; monitors inventory of department supplies and forms; copies and distributes forms, reports, correspondence, and other related materials; processes incoming/outgoing mail.
 
Attends various meetings and serves on committees as needed. 
 
Notarizes various documents for the Utility.
 
Duties when assigned to the Engineering/Public Works Department:
 
Receives incoming work requests from residents, other divisions, other departments, contractors, or other individuals; enters work request data into computer to produce work orders. Researches complaints from residents and initiates problem resolution.
 
Performs software administrator functions for Asset Management Software and Fuel Management software. Manages, coordinates, and maintain software database. Supports project management functions and assists IT staff in software implementation relative to the department. Serves as a departmental Super User and/or provides related departmental software support.
 
Generates or prepares various statistical reports; develops quarterly public works work summary reports and submits to department management; prepares productivity and utilization reports to track hours applied to work orders and each section’s percentage of utilization; prepares available hours reports to track available hours for work order production; prepares productivity graphs showing monthly percentage of utilization.
 
Receives various forms, reports, correspondence, work requests, completed work orders, backlog reports, contracts, 
price quotes, invoices, budget requests, budget reports, MSDS sheets, catalogs, software guides, policies, procedures, manuals, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
 
Performs contract administration; monitors department maintenance contracts to ensure compliance with terms of contract; monitors and inspects status of work performed by contractors; follows up with contractors to resolve deficiencies; meets with contractors when needed; maintains files of maintenance contracts.
 
Assist in budget development and administration for the Public Works Division; conducts research/analysis and prepares backup documentation necessary to support budget funding requests; obtains price quotes from vendors/suppliers and obtains estimated increases in contract costs from maintenance contractors; projects year-end estimated actual expenses; projects additional funds needed for each budgetary account; enters data into budget spreadsheets and prepares draft budget; reviews budget requests with department management personnel; forwards proposed budget to Finance Department for review by Town Manager.
 
Reviews budget reports and monitors expenditures to ensure compliance with approved budget; initiates budget transfer as appropriate.
 
Attends various meetings, and serves on committees.
 
Serve in assigned role under the Town’s ICS Emergency Management Plan.
MINIMUM QUALIFICATIONS
Bachelor’s degree in Engineering, Business Administration, or related field.
 
Three (3) years of previous experience in spreadsheet and database design, project scheduling, contract administration, word processing and project management; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
 
Must possess and maintain a valid Florida driver’s license. For application purposes, a valid driver’s license from any state (equivalent to a State of Florida Class E) may be utilized with the ability to obtain the State of Florida driver’s license within thirty (30) days from date of employment.
 
May require a State of Florida Notary Public certification.
PERFORMANCE APTITUDES

Data Utilization : Requires the ability to evaluate, audit, deduce, and/or assess data using established criteria. Includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives.

Human Interaction : Requires the ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.

Equipment, Machinery, Tools, and Materials Utilization : Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions. 

Verbal Aptitude : Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude : Requires the ability to perform addition, subtraction, multiplication and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations with fractions; may include ability to compute discount, interest, and ratios; may include ability to calculate surface areas, volumes, weights, and measures.

Functional Reasoning : Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning : Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.

ADA COMPLIANCE
Physical Ability :  Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements : Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, taste, odor, depth, texture, and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors : Essential functions are regularly performed without exposure to adverse environmental conditions.

The Town of Jupiter, Florida, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Town will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.