Work Planning Coordinator

• ONLY PINELLAS COUNTY GOVERNMENT EMPLOYEES MAY APPLY***
  
  

The Work Planning Coordinator supports the Roadway and Bridge Section. The section has 65 FTEs and includes the three primary operations groups of (1) Bridge and Roadway Maintenance, (2) Roadway and Sidewalk, and (3) Sign Shop Operations. The Section has an asset portfolio consisting of six asset classes with a total asset population in excess of 70,000 with a replacement value $6.1B.

Primary responsibilities of the position have been itemized and listed below but many additional responsibilities are “as assigned” in support of a myriad work planning needs generated by a section of this size, the scale of its asset portfolio and the scope of its operations. The position requires the ability to perform many responsibilities in a confidential manner.

What Would You Do?

Operational Support

• Schedules work projects for maintenance and repair work within the section.
• Coordinates with Risk Management to file a STARS report for vehicle and accidents/damage involving Section’s assets.
• Provides lane closures information to the PW traffic management center.
• Retains keys and coordinates use of crash truck for PW.
• Facilitates and coordinates Sunshine 811 utility locates for all operations in the section.
• Files “as built” plans for assets such as roadway, bridges, and culverts. Researches and finds plans as requested.
• Manages and tracks rental equipment usage. Updates Cityworks with costs and approve invoice payments.
• Assists with temporary traffic control when needed to support field operations.
• Assists in supports field operations in areas such as asset counting or measuring and equipment/vehicle delivery.
• Submits requisitions for contracted operating supplies.
• Acts as the point person for contract management with the PW Contracts team.
• Monitors crew availability for work assignments.
  
  

Procurement – Oversight of Division contracts and procurement needs.

• Order maintenance materials as needed. Specifically sod and concrete on call.
• P-Card: Utilize P-Card to support operational needs (TBD: hold P-Card and make purchases).
• Contracts: Serves as the point person for Division contract initiation. Works directly with Contracts team to submit documents and ensure process in OpenGov and sharepoint move smoothly.
• Requisition: Submit requisition documents in Sharepoint. This may include receiving quotes for services or special items.
• Purchase Orders: Manage and track purchase orders. Verify delivery of products or services. Includes $6.4M in total funds encompassing the Curb and Underdrain Program ($1.8M), Sidewalk ($875K), Handrail and Guardrail ($500K), Bridge Contractual Maintenance Program ($1.5M), and the Box Culvert Program ($1.7M).
• Special item or part ordering for field operations.
  
  

Cityworks – Oversees all Cityworks functions involved with planning, execution, and review of work orders.

• Creating, initiating, and assigning service work orders.
• Review and auditing of work orders for items such as attached assets and ELM, adjusting work orders, closing work orders, upload/add invoices/receipts and other costs to work orders, and updating service requests as needed.
• Assists in researching and quantifying work activities when requested for specific projects, and quarterly performance reports.
• Coordinates the receipt, work management entry, and filing for bridge and culvert inspections.
• Coordinates handrail and guardrail preventative work assignments to their respective inspection zones.
• Coordinates preventative bridge/culvert preventative work assignments to their respective inspection zones.
• Add direct costs to work orders, including concrete on call, handrail and guardrail costs, sod, etc. (approve payment to Sharita)
  
  

Emergency Response

• Audit Emergency Work Orders to track time and equipment for FEMA reimbursement.
• Ensures all emergency work orders are updated with ELM and have proper supporting documentation for FEMA. This includes verifying time matches OPUS.
• Works shifts at the Field EOC Desk to support emergency activities
  
  

Miscellaneous

• Supports Ops Managers with career ladder path information for employees into SharePoint. Facilitates process from initiation to final approval. Acts as point of contact for section.
• Performs yearly inventory for section (2-week process). Provides general inventory support as needed.
• Maintains vehicle and surplus inventory.
• Receives and supports in the gathering of information for Public Records Request.
• Provides customer service support that includes answering the telephone and email receipt.
• Prepares letter of request from event coordinators to Coast Guard for special event bridge closures.
• Helps support ops managers with onboarding new employees.
• Manages the section’s Sunpass account.
• Coordinates and schedules training within the section. This includes external training such as CDL, Temporary Traffic Control, and other technical related training for roadway and bridges. Coordinates internal training such as U-Secure It, Anti-Harassment, Ethics, etc. Maintains records of employee training and certifications.
• Update vendor information as needed (W2s).
• Special Billings – Act as the point person to fill out the forms and submit requests to the Business Support team.
  
  

What Do You Need To Have?

• Three (3) years of experience in utilities construction, maintenance, or major repair that includes one (1) year of warehousing or inventory control experience and team leader, supervisor, or supervisor training; or
• Completion of a two-year vocational and training certification or diploma in a related field and one (1) year experience as described above; or
• An equivalent combination of education, training, and/or experience.
  
  

Want to Learn More?

Please review the full classification description with the Physical/Mental Demands and Working Conditions below.

Work Planning Coordinator