Workflow Coordinator

Performs technical administrative/specialized work in coordination of scheduling and monitoring maintenance work activities for the Utility Services Department. Responsible for coordinating the procurement of materials associated with these activities. Responsible for monitoring employees daily timekeeping records as well as processing payroll activities for several Divisions. Creates and reassigns work order requests on CMMS to Supervisors for reassignment and scheduling. Compiles data and generates reports for regulatory compliance. Work is performed under general supervision.

• Primarily responsible for workgroup purchase orders including monitoring purchase orders and account balances and takes action to minimize overuse; reviews, validates and processes invoices to ensure purchasing compliance; and generates change orders to add funds, extend dates and close purchase orders as projects close.
• Coordinates with vendors to resolve products/services delivery and billing issues;
• Performs data entry/updates within CMMS to modify asset and plant data, revise and update job plans, preventative maintenance schedules and asset and nameplate data; complies information on CMMS data and generates detailed reports.
• Develops and generates preventative maintenance compliance reports; analyzes and submits recommendations to improve the effectiveness of scheduled predictive/preventative maintenance activities.
• Compiles data on department monthly fuel purchases and usage; generate reports and ensures continuity of service.
• Compiles data from emissions monitoring equipment; drafts and/or updates regulatory compliance reports and submits to state and federal agencies.
• Compiles and updates data on maintenance, inspections and testing of fuel storage tanks; waste disposal and recycling products and generates related reports.
• Communicates with division staff and generates work order requests; exercises judgement to assign work orders according to resources and staff skillset available. 
• Proactively works with division staff and assess assets within CMMS to prepare requisitions, order materials, and process receivers to ensure continuity of service. 
• Receives updates and field notes from division staff on Wellfield maintenance and equipment and compiles information to update related Excel spreadsheets for monthly review.
• Process payments for building facilities and plant permit licenses;
• Updates and maintains SDS for materials and chemicals used;
• Drafts, revises and updates Sole Source and Department letters in accordance with procurement guidelines. 
• Participates in field inspections to validate completion of work;
• Monitor employees daily timekeeping record including leave and overtime requests for multiple divisions;
• Provides administrative support for designated divisions including tasks such as preparing agendas for meetings, transcribing correspondence and/or memoranda, coordinating appointments, answering and screening telephone calls, receiving and distributing mail, fielding general inquiries and referring to the appropriate internal contact, maintaining department shared lists/folders/documentation, and making travel arrangements.
• Participates in Reliability Centered Maintenance reviews and meetings; prepares summary reports and follows through on action items related to purchasing, ongoing work orders, and/or preventative maintenance.
• Researches expenditures and makes recommendations for inclusion of budget items based on past expenditures and anticipated needs.
• Performs related duties as required.

Knowledge of:

• General office practices and procedures
• Local government and public sector organization and procedures
• The principles and best practices of operational maintenance and repair, preventative maintenance, and purchasing logistics
• Utility Services organization and operations

Skilled in:

• Use of grammar and ability to write, type, edit and proofread for accuracy.
• Writing of professional and effective letters, memos, emails, and reports.
• Microsoft Office suite, with a working knowledge of Microsoft Excel and a moderate degree of proficiency with Microsoft Word and Outlook
• Use of computers and software applications to a moderate degree of proficiency
• Time management – organizes and allocates time to plan, execute, and follow-up on and complete tasks. 

Ability to:

• Receive training on new and existing equipment to ensure working understanding as needed to support essential functions.
• Establish and maintain effective working relationships with City officials, other public or governmental agencies, and external stakeholders.
• Prepare detailed reports.
• Manage tasks and deadlines in an organized and professional manner.
• Work independently and collaboratively with internal and external partners
• Adapt to changing priorities and exhibit flexibility.
• Remain informed on sustainability industry trends
• Compile, analyze, and interpret data and research

• Associate’s Degree from an accredited college, or 60 credit hours from an accredited college or university, in Business or Public Administration or related field of study
• Three years of experience in an administrative role in support of project management, logistics, and/or operational maintenance and repairs.
• State of Florida Class “E” driver’s license

PREFERRED QUALIFICATIONS:

Additional experience is accepted as a minimum requirement in lieu of the postsecondary degree on the following basis: additional four (4) years in lieu of the bachelor’s degree, and additional two (2) years in lieu of an associate degree.

POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS:

Final offer and employment are contingent upon successful completion of the following post-offer, pre-employment screening items:

• Criminal Background Check
• Employment Verification

The environmental conditions and physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Occasionally moving self in different positions to accomplish tasks in various environments including tight and confined spaces
• Continuously remaining in a stationary position, often standing, or sitting for prolonged periods
• Occasionally moving about within the immediate work area to accomplish tasks
• Occasionally traveling from one worksite to another
• Occasionally adjusting or moving objects up to (25) pounds in all directions
• Continuously communicating with others to exchange information
• Continuously repeating motions that include the wrists, hands and/or fingers
• Continuously operates a computer and other equipment using motions requiring manual dexterity or fine motor skills
• Continuously assessing the accuracy, neatness and thoroughness of the work assigned
• Continuously demonstrating the ability to observe details accurately and identify variances
• Occasionally lift/carry objects weighing (25) pounds or less
• Occasionally push/pull objects weighing (25) pounds or less
• Continuously working in a normal office environment with few physical discomforts
• Occasionally working in an area that is somewhat uncomfortable due to drafts, noise, temperature variation or the like
• Occasionally working in an area that is very uncomfortable due to extreme temperature, noise levels, or other environmental conditions.
• Occasionally working in an outdoor area where exposure to animals, reptiles and/or insects may occur.
• Occasionally working with equipment or performing procedures where carelessness would probably result in minor cuts, bruises or muscle pulls
• Continuously demonstrating regular in office attendance without the ability for remote work assignment.

Salary : $26 - $31