Office Coordinator - Facilities

When joining the City of Steamboat Springs, you can expect to work for an organization with:

A team that strives to make this the best place you’ve ever worked!
A focus on supporting our employees’ mental, physical, and financial well-being
A commitment to diversity, equity, and inclusion that creates a welcoming city 
A highly engaged workforce proudly serving our community with excellence and distinction
A passion for strategically providing outstanding municipal services
A promise to each other to support the work we all do for the city, community & Yampa Valley

Uniqueness Fuels Our Innovative Spirit
Our commitment to inclusion across race, gender, age, religion, identity and experiences drives us forward every day. It's the collective sum of our experiences that makes Steamboat Springs and the Yampa Valley a powerful, insightful and welcoming community. 

The City of Steamboat Springs is pleased to announce a job opening within our Deputy City Manager Department, Facilities Maintenance Division, as an Office Coordinator. Put your talents and skills to work to contribute to our vibrant community!

GENERAL PURPOSE

Performs a variety of confidential and complex clerical, administrative and technical work in the administration and general coordination of Facilities Maintenance division functions. Acts as a liaison with other departments within the city, especially in areas of finance, and procurement.  Develops and maintains office policies and procedures and performs a full range of duties for the department. Performs routine clerical, secretarial and administrative work in answering phones, receiving the public, providing customer assistance, data processing, bookkeeping, filing and typing. 

SUPERVISION RECEIVED
Works under the general supervision of the Facilities Manager.

SUPERVISION EXERCISED
May exercise supervision over clerical, temporary or other staff, as assigned.Serves as an ambassador of the City of Steamboat Springs and upholds City values of Service, Teamwork, Integrity, Well-being, Respect and Compassion, while espousing safety at all times.

Provides administrative support to Facilities Maintenance Manager in all areas of division functions.  Support Facilities Manager and/or other departments with special projects and other tasks as required.

Independently plans, coordinates and reviews administrative support functions for the department.  Provides administrative and technical support pertaining to projects, programs, methods, and procedures.  Composes departmental correspondence, reports, presentations, resolutions, ordinances, etc. that may be complex and/or confidential in manner.  

Acts as liaison between Finance and Facilities divisions to coordinate financial activities within the department and as dictated by accounting deadlines.   Activities include but are not limited to all matters pertaining to accounts payable and receivable; payroll processes, purchase orders, grants and grant reimbursements for capital improvement projects, purchasing card transactions, payment requests, budget transfers and supplemental requests.  

Acts as liaison between the Facilities department and Procurement division to coordinate and assist in activities including but not limited to Contracts, Contract Amendments and Extensions, Correspondence with internal and external Contractor, Engineering, or Bid related entities, Purchase Requisitions, Purchase Orders, Project Retainage, Publications, RFPs, RFQs, BIDs, Pre-Bid meetings, and preparation of Bid Tabulation Summary. 

Assists the Facilities Project Manager with contract administration and payment processing.

Assures that assigned areas of responsibility are performed within budget; performs cost control activities; monitors revenues and expenditures in assigned area to assure sound fiscal control; assists in the preparation of the annual budget.

Responsible for ordering, managing, returning and organization of office supplies for the Facilities Department. 

Coordinates Facilities Maintenance division accounts payable and P-Card payment processing.

Ensures that departmental workflow and processes are properly administered, develops, and implements more effective procedures as necessary.

Assists the Facility Department in utility cost and usage tracking.

Schedules routine maintenance appointments.

Prepares a variety of reports and related information for decision-making purposes; conducts research, analysis, and prepares recommendations.

Provides administrative assistance to supervisor and Facilities Maintenance staff in meeting management; assembles background materials, prepares agendas, and records action items for various meetings. 

Assist with setting up meeting rooms, coordinating events logistics and handling arrangements for public and staff functions. Coordinate internal office events, such as team meetings, company celebrations, employee engagement and other activities, ensuring smooth execution.

Investigates and follows-up on citizen requests for service, complaints, and requests for information.

Assists in the development of notices, flyers, brochures, newsletter, media releases, news articles and other informational materials about programs and services.

Other duties as assigned by Deputy City Manager and or Facilities Manager.

Education and Experience: 

(A )Requires High School diploma or equivalent; graduation from a college or university with a bachelor’s degree is preferred; additional specialized course work in public administration, business administration or related field is desirable.

(B) Five (5) years of increasingly responsible administrative and/or operations support experience, or

(C) Any equivalent combination of education and progressively responsible experience.

Necessary Knowledge, Skills and Abilities:

Knowledge of:

• Operational characteristics, services, and activities of the functions, programs, and operations of the Facilities and Deputy City Manager department.
• Principles and practices of program/project development and administration.
• Work organization and office management principles and practices. 
• Pertinent Federal, State, and local laws, codes, and regulations.
• Modern office procedures, methods, and equipment including computers.
• Computer applications such as word processing, spreadsheets, and statistical database including expert knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Principles and practices of fiscal, statistical, and administrative research and report preparation. 
• Principles of business letter writing and report preparation.
• Principles and procedures of record keeping.
• English usage, spelling, grammar, and punctuation.

Ability to:

• Oversee and participate in the management of the administrative functions and operations of the Facilities Department.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Understand, interpret and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances.
• Perform responsible and difficult programmatic and administrative duties involving the use of independent judgment and personal initiative.
• Participate in the preparation and administration of assigned budgets.
• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
• Research, compile, analyze, and interpret data.
• Prepare a variety of clear and concise administrative and financial reports.
• Independently prepare correspondence and memoranda. 
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
• Demonstrate an awareness and appreciation of the cultural diversity of the community. Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

SPECIAL REQUIREMENTS

Colorado driver’s license or ability to obtain one.

TOOLS AND EQUIPMENT USED

Personal computer, including spreadsheet and word processing software; telephone; 10-key calculator; typewriter; copy and fax machine. 

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

 While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must have the ability to work outdoors and drive.

The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. 

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

The employee occasionally works in outdoor conditions while investigating claims. Employee is occasionally exposed to inclement weather conditions.

The noise level in the work environment is moderate to noisy.

SELECTION GUIDELINES

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required. 

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. 

EOE.

Salary : $24 - $34