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Job Summary
- The Public Services Coordinator performs essential administrative support to Public Services. Provides administrative support for Communication & Community Outreach as assigned. Serves as administrative support for various boards and committees. Handles a variety of general and confidential inquiries from citizens and employees; assists in coordinating responses and tracking in Cartegraph. Performs skilled work with minimum supervision, including administration, budget analysis, and related activities. Candidate will have the skills to identify the needs of the department, to converse easily with people from various industries, government and local town residents, and to learn the intricacies of a construction/town government environment. This position reports directly to and provides administrative support to the Director of Public Service.
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Essential Job 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.
- Performs administrative support for Public Services.
- Maintains Public Service inventory and maintenance of Town equipment and facilities.
- Creates and enters purchase orders for the department.
- Inputs and processes requisitions, invoices, and other requests for payment into the related system.
- Coordinates and schedules work related to public meetings/events including annual community cleanups, outreach campaigns, and public involvement via Town-appointed committees; makes copies; prepares packages for agendas; and processes various documents.
- Monitors and allocates purchasing card transactions for the department.
- Schedules and coordinates department activities, including meetings, trainings and lunches.
- Prepares and maintains contract folders consistent with Town policies and procedures.
- Reviews contract invoices. Works with Finance with payment processing consistent with Town policies and procedures.
- Performs budget analysis tasks including, but not limited to, trend analysis, year-to-date, project-to-date, actual-to-budget, percent complete, etc.
- Provides departmental support and assist the public as required, either by phone or in person.
- Types a variety of documents including correspondence, memoranda, reports, etc.; verifies for accuracy and completeness.
- Enters a variety of data into computer; prepares reports and logs; screens, verifies and reconciles input data; performs edits and updates.
- Picks up and distributes incoming/outgoing mail, maintains departmental supplies, coordinates department equipment maintenance.
- Performs other duties as apparent or assigned.
- Works with GIS-based asset management software (Cartegraph and ArcGIS) to leverage asset management data.
- Assist with maintaining supply inventories and conducting inventory counts and is responsible for documenting daily activities in logbooks.
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Qualifications
- Education and Experience:
Bachelor’s degree preferred. High school diploma or GED and moderate experience working in an office setting or equivalent combination of education and experience.
Licenses or Certifications:
Valid South Carolina driver’s license.Special Requirements:
None.Knowledge, Skills and Abilities:
- Knowledge of contractor licensing requirements.
- Knowledge of standard office practices, procedures, equipment, and office assistant techniques.
- Knowledge of Town and department programs, contracts and policies.
- Skill in communicating, both verbally and in writing.
- Skill in operating a personal computer using standard or customized software applications appropriate to assigned tasks including permit tracking software.
- Ability to calculate basic math functions. Experience in Microsoft Office, Word, Excel, PowerPoint and Outlook.
- Ability to understand and follow oral and/or written policies, procedures, and instructions.
- Ability to use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions.
- Ability to multi-task.
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Physical Demands & Work Environment
- This work requires the regular exertion of up to 10 pounds of force and frequent exertion of up to 25 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires standing, walking, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling and lifting; work has no special vision requirements; vocal communication is required
for expressing or exchanging ideas by means of the spoken word levels; work requires preparing and analyzing written or computer data, using of measuring devices and observing general surroundings and activities; work has no exposure to environmental conditions.Duties are performed in a moderately noisy location (e.g. business office with copy machines, telephones and/or computer printers, light traffic).
- The Town of Bluffton has the right to revise this job description at any time. This
description does not represent in any way a contract of employment.
The Town of Bluffton commits to a policy of equal employment opportunity for applicants and employees, complying with local, state and federal laws. The Town’s policy is to employ qualified persons without discrimination regarding race, creed, color, religion, age, sex, country of national origin, marital status, disability, sexual orientation, gender identity, genetic information, political affiliation, ethnicity, or status in any other group protected by federal/state/local law. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
