Description

Operations Coordinator

JOB TITLE: Operations Coordinator

CLASSIFICATION : Non-Exempt

DEPARTMENT : Fleet Maintenance

SUPERVISOR: Fleet Manager

SALARY: $36,135 to $43,362 Annually

Provide oversight and direction for all administrative services within the Fleet Maintenance Division. Administrative services include but are not limited to accounting, purchasing, payroll, fixed asset accountability research and report preparation, record maintenance and clerical support. Assist other City departments and the public with coordinating requests for information and contacts.

• Plan and prioritize all clerical and administrative support to the department and recommend and assist in the implementation of goals and objectives; review and implement administrative policies and procedures.
• Establish schedules and methods of providing clerical and administrative support services; identify resource needs; review needs with appropriate management staff; allocate resources accordingly.
• Screen office and telephone calls; sort and distribute incoming and outgoing correspondence; respond to complaints and requests for information on regulations, procedures, systems, and precedents relating to assigned responsibilities.
• Maintain and coordinate calendars of Fleet Maintenance staff office activities, meetings and various events, coordinates activities with other City departments, the public and outside agencies.
• Maintain fixed fuel inventory balance/fuel charges at seven City locations. Interpret and put into practice Wyoming Department of Environmental Quality (WDEQ) regulations regarding AST/USTs. Issue fuel credit cards and maintain files to ensure effective maintenance of gas card system. Order fuel for all fuel sites maintained by the city.
• Independently compose, compile, and prepare correspondence, reports and related documents as assigned; type and proofread a variety of correspondence from rough draft or verbal instruction.
• Prepare payroll for division personnel; maintain timecards and maintain fixed asset records for assigned areas and participate in the preparation and administration of the division budget, submit budget recommendations, and monitor expenditures.
• Coordinate purchasing functions for division; enter requisitions and process purchase orders; obtain price quotes for materials and services.

• Attend and participate in professional group meetings; stay current in new trends and innovations in the field of administrative office support.
• Attend a variety of meetings as needed.
• Answer questions and provide information to City staff and the public regarding City procedures and policies; refer inquiries as appropriate.
• Update and maintain various manuals, reports, and files; maintain inventory of supplies and printed forms; type, copy, and update new forms.
• Prepare reports on operations and activities; proofread reports for accuracy; prepare and maintain a variety of records, reports, and files.
• Prepare and submit damage reports and replacement cost estimates for the recovery of losses due to damage to City property or vehicles.
• Perform other duties and responsibilities as required.

• Knowledge of business letter writing principles and basic report preparation.
• Knowledge of pertinent Federal, State, and local laws, codes, and regulations.
• Knowledge of modern office procedures and record keeping principles.
• Skills to prepare clear and concise reports.
• Skills to problem solve and deal with complex situations.
• Ability to work independently in the absence of supervision.
• Ability to maintain confidentiality.
• Ability to interpret, explain, and apply federal, state, and local policies, laws, and regulations.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to establish and maintain effective working relationships.
• Ability to operate assigned office equipment at a speed necessary for successful job performance.
• Ability to research information and analyze data to arrive at valid conclusions, recommendations and plans of action.
• Ability to manage multiple assignments within established deadlines.

Required:

High school diploma or GED with specialized training in office support functions and bookkeeping.

Preferred:

Four (4) years of complex clerical experience.

The physical demands 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 required to maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading, and writing. The employee is also required to maintain physical condition necessary for operating assigned equipment, walking, standing, kneeling, repeated bending or sitting for prolonged periods of time and lifting to 30 pounds. Maintain mental capacity which allows the capability of making sound decisions demonstrating intellectual capabilities.

Working Environment:

Work closely with others in an office environment utilizing a computer and other office equipment.

I will regularly review, understand, and adhere to the to the City of Cheyenne Employee Handbook and Rules & Regulations. These documents are located on the City of Cheyenne website, under the Human Resources tab, and maybe updated annually

Qualifications

The City of Cheyenne offers the following benefits to Full Time Employees.

Health

Dental

Vision

Life

Pension