Project Coordinator

INTRODUCTION:
The Department of City Development actively works to enhance the community by expanding the tax base, attracting employment opportunities, improving the City’s housing stock and the quality of life for its citizens.

POSITION PURPOSE:
Within the Department of City Development, under the direction of the Office Manager this position provides processing and administrative functions related to the Tax Increment Districts programs and administration of down payment or homeownership programs. Website management to maintain content on the Departmental webpage www.buildupracine.org to ensure the page has the most current and accurate information is an essential portion of this position. Assistance in creating, posting content, and other messaging to departmental social media channels (LinkedIn, Facebook, X, and Instagram) and monitoring other analytics related to the posts. The position will assist with the scheduling of meetings, ordering supplies, mailings, communications with the Department of Customer Service/Clerk, answer and routing calls to appropriate staff within the Department.

ESSENTIAL DUTIES:

• Administration of the TID programs for homeowners - application intake, answering questions, compiling and preparing data, reviewing submitted forms, contract routing, signings, coordinating inspections, and mailings/outreach. 

• Administration of down payment programs or other incentive programs administered by the Department. - application intake, answering questions, compiling and preparing data, reviewing submitted forms, contract routing, signings, coordinating inspections, and mailings/outreach. 

• Administration assistance on commercial TIDS –assist the Office Manager with tracking development agreements, payment requests, and communication with developers on issues or problems. Collect and organize performance tracking data and payment schedules with the Finance Department.

• Website management - add items, update pages, respond to and route online inquiries to applicable division/person in the Department or City.

• Social media development and management - respond to comments, create content, edit videos, perform analytics on posts.

• Departmental graphic design and layout –create mailings, social media posts, website graphics/layouts, pamphlets, and other handouts as assigned.

• Assist with scheduling meetings, ordering supplies, mailings/print orders, communications with the Department of Customer Service/Clerk, and other duties as assigned by the Office Manager .

• Answer inquiries and requests, while providing resolutions to basic questions over the phone, in person, or over email.

• Perform secretarial, clerical, and administrative duties encompassing the overall responsibilities of the department including typing and recording minutes and distributing meeting agendas.

• Initiates requisitions, pays invoices, and requests checks using MUNIS Financial Software. 

• Cross train and have working knowledge of what each of the department’s five divisions are responsible for and be able to answer general questions and route inquires accurately to each.

• Assist other departmental divisions with various duties and responsibilities as assigned by Department Leadership (Director or Assistant Director) or Office Manager.

ENVIRONMENT / CONDITIONS OF EMPLOYMENT: 

• Sitting or standing at a desk in an air-conditioned/heated office.?
• Standing, walking, stooping. Kneeling, crouching, climbing, balancing, bending, twisting; lifting, carrying, pushing/pulling up to a maximum of 25 lbs. Fine motor skills. Sitting for long periods of time.

MINIMUM QUALIFICATIONS:

• High school degree or equivalent
• 3 years of entry level customer service
• Ability to become a public notary
•  A combination of education and experience from which the candidate attained the necessary knowledge, skills, and abilities can be considered for the position.

PREFERRED QUALIFICATIONS:

• Five (5)  years of customer service experience
• Knowledge of Governmental operations 
• Knowledge of basic construction principles and elements of a house
• Knowledge of basic accounting and financial practices
• Website design and content management
• Experience in managing social media accounts
• Understanding of graphic design principles and practices

• Ability to read, speak, and write in Spanish

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Well organized and the ability to multi-task.
• Critical thinking, quick processing of complex situations, and problem-solving skills.
• Ability to become familiar with department functions, policies, procedures, and the department's relationship with other City departments and the City’s overall operation.
• Ability to exercise discretion regarding matters that may be sensitive or confidential, such as information on applications and other inquiries.
• Ability to use professional soft skills daily to help external and internal customers.
• Working knowledge of Legistar Legislative Management Software, CityWorks Software and MUNIS Finance Software within 90 days of appointment.
• Working and proficient knowledge of Microsoft Office programs (Word, Outlook, Excel, PowerPoint, OneNote), plus the ability to create forms, templates, and office documents.
• Ability to establish effective working relationships with the public and colleagues through the exercise of good judgment, courtesy, and tact.
• Ability to learn and answer involved questions regarding departmental operations and procedures.
• Ability to understand, follow, and remember involved written and oral instructions, policies, and procedures, while performing tasks effectively and maintaining a high level of accuracy and attention to detail.
• Maintain a professional appearance, positive work ethic, and pleasant disposition towards all.
• Maintain a consistent, punctual, and reliable attendance record.
• Provide exemplary customer service to internal and external customers.
• Become an active and productive team member.
• Respect for your team and the diversity of its members.

SPECIAL REQUIREMENTS:
Experience with a variety of equipment, especially computer and software programs including Microsoft Office, Outlook, Word, Excel, and other specialized software.

PHYSICAL REQUIREMENTS OF THE JOB: 

• Ability to sit at a desk or workstation for extended periods. Manual dexterity sufficient to accomplish the duties and skills listed above. Acuity of senses sufficient to accomplish the duties and skills listed above.

• Ability to lift and carry bulky and heavy objects such as rolls of architectural drawings, plat books, trays of envelopes for mailing, etc.

EQUIPMENT USED:
Personal computer, multiple line telephone, copy machine, scanner/fax, postage meter, and other miscellaneous office equipment.

This job description is intended to identify essential duties and also illustrates other types of duties that may be assigned. It should not be interpreted as describing all of the duties that will be required of an employee or be used to limit the nature and extent of assignments that an individual is required to perform. In addition to the responsibilities and duties listed, it is expected that employees maintain a consistent and reliable attendance record. Job descriptions are subject to revision at any time at the discretion of the City of Racine.

The City of Racine is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Salary : $49,400 - $63,502