IT Project Coordinator jobs in Lorain, OH

ABOUT THE ROLE

This position is to assist the Department on project administration including grant applications and reporting, state and federal payroll tracking, public outreach coordinator for department and on projects, budgeting and project tracking. Act as purchasing agent for all divisions within the Department. Assist Director with grant applications, monitoring and reporting.

In addition to assisting on projects and grants this person shall oversee the clerical duties for Department of Public Works by preparing purchase orders, assisting with creating and tracking budgets, scheduling meetings, taking dictation, give information to callers and visitors.

CORE COMPETENCIES

Project Management

Demonstrated ability to manage multiple projects simultaneously, from initiation to completion, including grant applications and reporting, budgeting, tracking, and public outreach coordination. Proficiency in coordinating project timelines, monitoring progress, and ensuring adherence to deadlines.

Communication Skills

Excellent verbal and written communication skills, including the ability to effectively communicate with internal and external stakeholders. Skill in preparing correspondence, reports, and press releases. Ability to serve as a public outreach coordinator, handling press releases, scheduling public meetings, and communicating with citizens throughout projects.

Organizational Skills

Strong organizational skills with attention to detail and the ability to prioritize tasks effectively. Capability in managing administrative duties such as scheduling meetings, preparing bid documents, maintaining project files, and keeping accurate records.

Problem-Solving Ability

Proficiency in analyzing issues, interpreting regulations, and developing solutions to overcome challenges encountered during project administration. Skill in researching special guidelines set by funding sources and incorporating them into bid documents.

Technical Proficiency

Basic understanding of GIS mapping and modern office procedures, practices, and equipment. Ability to utilize computer software, including Microsoft Office suite, for data entry, retrieval, and report writing. Proficiency in conducting research, compiling information for grant applications, and monitoring grant budgets and compliance.

ESSENTIAL RESPONSIBILITIES

• Assist with preparation of request for qualifications, maintain lists, compile evaluation documents, prepare correspondence on specific projects.
• Schedule initial (pre-bid/pre-construction) and ongoing owner/contractor meetings involving stakeholders, as necessary.
• Prepare bid documents, bid tabulations, assist with contract award, maintain project files, prepare and keep internal accounting records.
• Compile bid timelines, share and manage bid documents and related addenda.
• Research any special guidelines set by outside funding sources and incorporate into bid documents.
• Create project time lines and monitor to assure project is on schedule.
• Act as public outreach coordinator on all projects by handling press releases, scheduling public meetings and communicating with citizens throughout the project.
• Prepare project documents for inspector(s).
• Assist with preparing pay applications, reimbursements and follow special payment procedures for ODOT, OPWC, Brownfields, USEPA/OHIO EPA or other grant projects.
• Act as the Payroll Administrator on projects by researching and maintaining files for wage and hour increases and notifications from the State of Ohio Department of Commerce, register projects and verify certified payrolls from the Contractor on projects.
• Act as the Payroll Administrator on projects by verifying wages being paid are correct and all interviews have been conducted by Inspector prior to project payments for all projects. (State and Federal Wages)
• Calculate number of hours per employee per project and prepare chargebacks.
• Prepare and track project financials (pay applications and Change Orders) and other information.
• Assist with auditing ODOT projects at completion to comply with rules set by agency.
• Act as Prevailing Wage Coordinator.

PURCHASING RESPONSIBILITIES

• Purchase all necessary office supplies and equipment.
• Responsible for typing, advertising, assembling and disbursing bid documents and specifications for purchase of City equipment and various construction projects approved by the City Commission.
• Act as lead for bidding of large purchases or services for all departments under the Department of Public Works. This includes working with staff to compile specifications, creating bid documents, bid tab, required award documentation and executing the purchase or service.
• Assist other City departments with bidding process for large purchases and services by acting as the point person for compiling bid books, bid tabs, required award documentation and assisting in execution of purchase or service.
• Assist Director with compiling information and bidding process for chemical contracts for the City of Sandusky Water and Sewer Divisions.
• Assist Director with compiling information and bidding various Contracts for City of Sandusky
• Train & assist administrative assistant or secretary for departments.

SPECIAL PROJECTS/GRANT RESPONSIBILITIES

• Point of contact for road closures for all divisions within the department and contractors working within the roadway or right of way. Prepare press release and notify appropriate officials.
• Assist Engineering Staff with Easements and Encroachment License Agreements by supplying the appropriate information to applicant, schedule meetings, preparing any/all correspondences for approval with City Commission, and filing approved documents with the Erie County Recorder’s office and maintaining all Agreements in a centralized location.
• Assist Engineering Staff with tracking leases and agreements of City properties including scheduling meetings, execution of agreements, an/all correspondences and tracking terms of agreements.
• Assist Engineering Staff with compiling all necessary reports, scheduling meetings, documentation and final preparation of documents for Five Year Capital Improvements plan.
• Assist Engineering Staff with compiling all necessary information for various grant applications and assist with preparation of documents for submittal.
• Maintain compliance with various reporting websites and monitor any changes/updates to specific programs.
• Assist Engineering Staff with monitoring grant budgets, compliance and progress; prepares and writes reports as required.
• Reads, interprets and communicates regulations regarding grant applications, processes and requirements.
• Work with Water Distribution and Sewer Maintenance Divisions on policies and procedures within their divisions.

ADMINISTRATIVE RESPONSIBILITIES

• Answers telephone and gives information to callers or routes call to appropriate official and places outgoing calls.
• Greets visitors, ascertains nature of business, and conducts visitors to appropriate person.
• Listens to, documents, assigns and follows up on problem and/or complaints from citizens with the department/division.
• Locates and attaches appropriate file to correspondence to be answered by employer.
• Compose and type correspondence, communications, and reports as necessary.
• Acts as records custodian for department by maintaining historical records, archiving completed projects, preparing for records destruction and assists with public records requests.
• Organizes files for department by creating and maintaining files on various projects and issues.
• Operates personal computer, copier and other related office machines and assist department employees with the same as necessary.
• Makes and scans up to 24” x 36” copies of plans using scanner/copier machines.
• Read and interpret City of Sandusky Codified Ordinances in order to implement and follow proper legal procedures.
• Research and maintain files for wage and hour increases and notifications from the State of Ohio Department of Commerce by updating internal records and notifying contractors on State wage jobs of any classification changes.
• Coordinate activities with other departments.
• Assist in the development and achievement of goals and objectives for all departments under Public Works.
• Takes dictation and transcribes notes on computer or transcribes from voice recordings.
• May conduct research, prepare and compile statistical data for report preparation including labor negotiations.
• Responsible for the general administration for all divisions within the Department.
• Scheduling meetings and appointments that include the Engineering staff and other consultants, inspectors, residents or City staff.
• Perform a variety of skilled and semi-skilled tasks in the division.
• Handle travel requests for all departments under the Department of Public Works including scheduling classes, travel arrangements and tracking expenses.
• Keep employee personnel records for department pertaining to time off requests.
• Record minutes of meetings as directed by the Public Works Engineer.
• Prepare outgoing mail for the department and assist with sorting incoming mail.
• Prepares purchase requisitions and analyzes them for adherence to proper procedures and proper cost apportionment for all divisions within the department.
• Purchase, obtain quotes and orders some supplies and services utilized by department.
• Assists Engineers and Project Manager with performance of administrative functions including preparation of budgets and tracking budgets and projects status’ throughout the year for all divisions within the department.
• Review of all invoices including those of outside consultants allow timely payment by the Finance Department.
• Prepares monthly invoices and spreadsheets for Finance to bill out.
• Chargeback postage machine costs to departments, order supplies and oversee maintenance of machine with IT Department.
• Prepare monthly reports for Finance relating to taxes collected.
• Computes payroll, calculates number of hours per employee per project.
• Ability to understand and communicate written instructions.
• Related and other duties as required.
• Responsible to self-initiate activities consistent with the City of Sandusky’s and department’s goals and objectives.
• Must report for work at required time and date and maintain a responsible attendance record.
• The ability to follow a supervisor’s instructions, tolerate certain levels of stress, and attend work on a punctual, regular basis.
• The avoidance of violent behavior that threatens the safety of other employees.
• Assist interns or assistants to perform their tasks within the department as needed.