Project Coordinator I

Description

Position Purpose and Objectives:

Under the supervision of the Project Coordinator Supervisor, the Project Coordinator performs a variety of task coordination and administrative duties associated with the establishment of work orders for new construction projects, upgrades, retirements and capital projects; generates necessary documents, letters, orders and invoices; creates and maintains new accounts; creates and maintains service orders for meter connects and miscellaneous work; and associated rotating task for tracking, managing, and reporting. The Project Coordinator is a single class with three levels that expand in complexity and scale and include varying responsibilities and expertise.
Essential Job Functions:
Project Coordinator I, II, and III:
Work Orders

• Creates and maintains the work order entries within the billing and work order modules of current software system, including tracking the work order process and initiating and completing tasks as appropriate.
• Prepares customer decision packets. Makes certain cost estimates are complete and that letters, invoices and designs are properly formatted, printed, and delivered to the member in a timely and professional manner.
• Tracks all invoices mailed to member or member representative in the current software or database with pertinent information including, in part, what type of service, how many meters the project involves, contribution invoiced, contribution collected, and design estimate.
• Compiles material pick lists and cost estimates for jobs that are assigned to the Operations department for construction, making it possible to identify discrepancies between the staking sheets and the computer system and solve them in a timely manner.
• Prepares and assigns work orders for construction, including verifying all right-of-way concerns are taken care of, confirming the site is ready, and updating computer information.
• Prepares completed construction paperwork and sends for field inspection and cleanup. Monitors workflow report.
• Compiles all information needed to close a completed work order, including inspection sheets, original staking sheets, cost estimates, required permits, and a description of the job. Forwards all information to the mapping and Financial Services departments.

• Maintains an organized filing system and recordkeeping system for the System Design department, including construction and retirement work orders.
• Creates, expands, and maintains professional and productive working relationships with peers and stakeholders. Works collaboratively with colleagues and fosters a spirit of cooperation and inclusion in the workplace.

Service Orders and Subdivision Maintenance

• Responsible for the establishment of service orders for new meter connects and disconnects; updating the spreadsheets for all subdivisions; and establishing new streetlight billing.
• Receives meter inspection releases from the jurisdictional authority and processes all releases through the generation of service orders for temporary and permanent meter connects.
• Assist in researching and troubleshooting service orders generated for subdivision meter connects for the System Design department that are returned with problems noted on them. When necessary, contacts customer to communicate any changes required to complete the job.
• Coordinates with Operations when maintenance and/or repairs are required.
• Compiles subdivision files on a spreadsheet, matching service location, equipment location, and service address for each lot, as well as recording statistics necessary for each connect.
• Contacts the appropriate developer or jurisdiction to obtain the final subdivision address plat and maintains these files as revised plats are submitted.
• Assists member or member representative by giving them general information regarding the meter connect, application for service and workflow processes; and timeframes for planning their projects.
• Assists member or member representative with navigating the United Power website for New Construction information and online payment programs.
• Communicates with Project Managers, System Design staff and contractors to keep the projects flowing smoothly and on time.
• Provides coordination and administrative assistance to the Project Managers, and the Engineering, Key Accounts, Operations, Power Supply and Rates, and ROW group, which may include, but is not limited to, correspondence, contracts, invoices, payment processing for construction applications, filing, scanning, and copying paperwork.
• Answers overflow calls from Project Managers and tracks and records messages either in the computer, in writing, via voice mail, or email, and/or any other communication method necessary. Will provide reports to management staff as needed regarding the incoming calls.
• Project Coordinator II and III, all the above plus:

Performs research and troubleshooting service orders generated for subdivision meter connects for the System Design department that are returned with problems noted on them. When necessary, contacts the customer to communicate any changes required to complete the job.

Secondary Job Functions:

Project Coordinator I, II, and III:

• Serves as a point of contact for cold calls and monitors general inquiry emails. Notifies the appropriate Project Manager if required.
• Coordinates workflow between System Design department and other departments within United Power to keep projects moving forward.
• Assists in preparing and/or running various reports, including, but not limited to, weekly, monthly, and quarterly departmental reports.
• Completes rotating tasks for necessary tracking, management, reporting and quality control of related projects and work orders; and management of current and closed work order files.
• Provides coverage for the Project Coordinator role within the assigned district and occasionally across all districts.
• Routes telephone calls and delivers messages to employees via voice mail or email. Sorts incoming mail, processes priority mail for the department or the intended recipient for pickup and processes bulk pieces for appropriate routing.
• Performs other such duties as may be requested or assigned to fulfill the needs of United Power in the interest of good management practice.

Project Coordinator II, all the above plus:

• Prepares and/or runs various reports, including, but not limited to, weekly, monthly, and quarterly departmental reports.
• Acts as a resource for the Project Coordinator I for general questions and guidance, and assists the Project Coordinator III with training as directed by the Project Coordinator Supervisor.
• Completes special projects or assignments as directed by either the Project Coordinator, Supervisor or System Design Director.

Project Coordinator III, all the above plus:

• Is a resource for the Project Coordinator I and II for questions and guidance, and provides training.
• Is a point of contact and coverage in the absence of the Project Coordinator Supervisor.

Required Knowledge, Skills, and Abilities:

Project Coordinator I:

• Must have the ability and aptitude for detail work.
• Must possess interpersonal and customer relation skills.
• Ability to maintain neutral/calm demeanor with emotional customers, while remaining firm.
• Must be able to react to change productively and to handle other tasks as assigned to meet the needs of the System Design department and United Power member or member representative.
• Ability to change focus and redirect to a newly prioritized task.
• Must have working experience with a personal computer (Microsoft Office Suite/O365, Teams and Acrobat/Adobe PDF products), word processing and spreadsheets.
• Must have working business writing/grammar skills, including editing and proofreading.
• Must possess demonstrated member service skills, administrative, interpersonal and customer relation skills.
• Ability to adapt to or have had experience in a fast-paced, paperless and computer-centric (multiple monitors) work environment.
• Project Coordinator II, all the above plus:
• Must have intermediate experience with a personal computer (Microsoft Office Suite/O365, Teams and Acrobat/Adobe PDF products), word processing, spreadsheets and data entry.
• Must have intermediate business writing/grammar skills, including editing and proofreading.
• Must possess intermediate member service skills, administrative, interpersonal and customer relation skills.
• Must have intermediate experience in a paperless environment and web-based document sharing and storage platform.
• Must have the ability and aptitude for detail work and be creative in looking for ways to improve processes.
• Experience in a fast-paced, paperless and computer centric (multiple monitors) work environment.
• Demonstrated ability to work independently.

Project Coordinator III, all the above plus:

• Must have advanced experience with a personal computer (Microsoft Office Suite/O365, Teams and Acrobat/Adobe PDF products), word processing, spreadsheets and data entry.
• Must have advanced business writing/grammar skills, including editing and proofreading.
• Must possess advanced member service skills and administrative skills.
• Must possess advanced interpersonal and customer relation skills.
• Must have advanced experience in a paperless environment and web-based document sharing and storage platform.

Education, Training and Experience:

Project Coordinator I:

High school diploma or equivalent. One year of experience in administrative work is required. One year of experience in the electric utility industry is preferred.

Obtain the Line Design and Staking (Level 1 - 4) certification within three (3) years.

Project Coordinator II:

High school diploma or equivalent. Two (2) years of experience in administrative work is required. Two (2) years of experience in the electric utility industry is required.

Minimum of three (3) years in the Project Coordinator I position with demonstrated skills advancement and autonomy synonymous to that of a Project Coordinator II preferred.

Must have the Line Design and Staking (Level 1 - 4) certification or complete the certification within one (1) year.

Project Coordinator III:

High school diploma or equivalent. Two years of experience in administrative work is required. Two (2) years of experience in the electric utility industry is required.

Minimum of three (3) years in the Project Coordinator II position, with demonstrated skills advancement and autonomy synonymous to that of a Project Coordinator III preferred.

Must have the Line Design and Staking (Level 1 - 4) certification.

Supervision Received and Exercised:

No direct supervisory duties.

Project Coordinator I:

Receives directions and instructions on routine work; and receives detailed direction and instructions on new assignments.

Project Coordinator II:

Receives limited instructions on routine work; and receives general instructions on new projects or assignments.

Project Coordinator III:

Receives no instructions on routine work; and receives limited instructions on new projects or assignments.

Problem Solving:

Project Coordinator I:

• Works on assignments that are routine, occasionally semi-routine, in nature but recognizes the need for assistance or guidance.
• Takes initiative to review training manuals and personnel resources to address problems in a proactive fashion.

Project Coordinator II, all the above plus:

• Works on assignments that are routine and semi-routine in nature but recognizes the need for occasional deviation from accepted practice.
• Takes initiative to address problems in a proactive fashion.

Project Coordinator III, all the above plus:

Acts as a resource for the Project Coordinator I and II to find solutions to recognized problems.

Discretion/Latitude:

Project Coordinator I:

Follows established procedures on routine work and receives detailed direction or instruction on new assignments.

Project Coordinator II:

Follows established procedures on routine work and receives general direction or instruction on new projects and assignments.

Project Coordinator III:

Follows established procedures on routine work and receives limited direction or instruction on new projects and assignments.

Impact:

Erroneous decisions or failure to follow directions may cause errors in software or applications, and delays in schedules.

Essential Physical and Mental Demands:

• Eighty-five percent (85%) of the time is spent sitting, ten percent (10%) walking, and another five percent (5%) standing. Lifting and/or carrying approximately 10 lbs. may be done frequently when picking up printouts of United Power customer and account information, and files.
• Frequently, it is necessary to push and pull approximately forty pounds (40 lbs.) when opening and closing file drawers. Stooping, kneeling and crouching are occasionally necessary when retrieving or filing information into lower file drawers.
• The use of hands and fingers is required constantly when using the phone, computer keyboard, and calculator.
• Speaking and hearing normal conversation is constantly necessary to communicate with member or member representatives and employees. It is important to see "near" constantly when viewing computer screens, printouts, and numbers on billings. Seeing "far" is needed only on some occasions. Eye accommodation is necessary when the coordinator is looking from the computer screen to paper.
• Mental abilities that are constantly necessary to competently perform the job are alertness, precision, ingenuity, persuasiveness, problem solving, analytic ability, spatial perception, tactil

Salary : $28 - $39