Logistics Coordinator - Florida, United States - City of Gainesville

Description

If you are an Internal City Employee, Retiree or Dependent/Survivor of a City Employee please apply internally via Career Icon in your Workday account.

Make a dierence in the community you live in As a Community Builder-an employee with the City of Gainesville- you will have a direct hand in building and improving your community and making a visible impact on the lives of your neighbors. Working for local government is more than a job, it's a chance to contribute to community success and to help enhance the Gainesville way of life.

Department:

GG_Parks, Recreation and Cultural Affairs: Parks, Recreation and Cultural Affairs Administration

Salary Range Minimum:

$60,408.16

Salary Range Maximum:

$92,026.18

Closing Date:

05/13/2024

Job Details:

This is professional work monitoring project budgets, preparing contracts and requisitions, applying for permits, coordinating utility work and plan set reviews, drafting requests for proposals, soliciting bids from suppliers, processing invoices, maintaining certificates of insurance, scheduling meetings, notorizing project documents, assisting with the facilitation of public open houses and other general administrative duties and responsibilities.
Positions allocated to this class report to a designated supervisor and work under general direction.

Job Description:

SUMMARY

This is professional work monitoring project budgets, preparing contracts and requisitions, applying for permits, coordinating utility work and plan set reviews, drafting requests for proposals, soliciting bids from suppliers, processing invoices, maintaining certificates of insurance, scheduling meetings, notarizing project documents, assisting with the facilitation of public open houses and other general administrative duties and responsibilities.

Positions allocated to this class report to a designated supervisor and work under general direction.

EXAMPLES OF WORK*

*This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position. The omission of a specific job function does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job. Performance of lower level duties may be required.

ESSENTIAL JOB FUNCTIONS

Solicits bids from suppliers. Acts as buyer for work less than $50,000 and works with the City's procurement office to solicit bids in excess of these amounts.

Prepares contracts. Facilitates contract execution by uploading through City software for reviews and signatures. Reviews and uploads documents to City software for City Commission and General Policy Committee meetings. Maintains digital records of all contracts. Acts as the manager of records.

Monitors project budgets and collaborates with the Wild Spaces & Public Places Director to establish and administer long-range capital improvement plans. Works in City enterprise resource planning (ERP) software.

Applies for permits. Works directly with City's Department of Sustainable Develpment, Alachua County, FDOT, St. Johns River Water Management District and other agencies to get projects permitted.

Coordinates utility work plan set reviews and serves as the ProjectDox Administrator for the Wild Spaces & Public Places division.

Drafts requests for proposals, invitations to bids and requests for qualifications to ensure clarity and protection of the City's interests.

Acts as the Project Manager Assistant, reviews contracts and drafts legal documents.

Processes invoices for all Wild Spaces & Public Places projects.

Is the primary credit card holder for the Wild Spaces & Public Places division.

Schedules meetings and other general administrative duties and responsibilities such as preparing agendas, taking minutes, receiving and tracking partnership funding opportunities (to include grants), preparing monthly account statements, etc.

Maintains digital records of all certificates of insurance for active suppliers.

Assists with the facilitation of public open houses and project celebrations.

Attends work on a continuous and regular basis.

NON-ESSENTIAL JOB FUNCTIONS

May supervise interns.

Performs other related duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. Below are the required education, experience, knowledge, skills and abilities to perform the essential functions.

EDUCATION AND EXPERIENCE

Associate's degree from an accredited college or university; and four (4) years of administrative experience.

CERTIFICATIONS OR LICENSES

Licenses

Valid Driver's license needed at appointment. Valid Florida Driver's license needed within 30 days of appointment.

Certifications

State of Florida Notary Public license needed within 30 days of appointment.

KNOWLEDGE, SKILLS AND ABILITIES

Considerable knowledge of public administration practices.

Considerable knowledge of local government functions, policies and procedures.

Knowledge of governmental purchasing policies and procedures.

Ability to establish and maintain effective working relationships with co-workers, supervisors, government agencies, the general public and suppliers.

Ability to analyze and prepare financial forecasting and statistical reports.

Ability to prepare bid packages, analyze bids and perform other necessary purchasing functions.

Ability to communicate effectively, both orally and in writing.

Possess proficient Microsoft Office skills.

Possess recordkeeping skills.

Skilled in time management.

Strong interpersonal skills as demonstrated by the ability to interact collaboratively and productively and to establish and maintain effective working relationships with individuals of diverse backgrounds including City employees, representatives of other agencies, suppliers, and the general public.

PHYSICAL AND ENVIRONMENTAL REQUIREMENTS

To perform this job successfully, an individual must possess certain physical abilities and be able to withstand work related environmental conditions.

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is often required to sit for prolonged periods of time.

WORK ENVIRONMENT

Work is primarily in an office environment.

Note:

May Require Assessment(s).

May fill multiple positions.

May establish an eligibility list.

Come join our team The City of Gainesville oers a competitive benets package and opportunities to grow both professionally and personally.

All 'regular' employees are eligible for traditional benets such as health insurance, life insurance, paid leave, 11 paid a holidays a year, a pension plan and a deferred compensation plan, but we also o er great things like on-site tness centers, tuition reimbursement, on-site medical sta and a wellness program to keep you healthy and happy. Please note; benefits are not available for temporary employees.

Equal Opportunity

The City of Gainesville is an equal opportunity/affirmative action employer and does not discriminate in hiring. Minorities, women and individuals with disabilities are encouraged to apply. Individuals with a disability, who require special accommodations during the selection process, should notify the Human Resources Department at or TDD/TTY at

Veterans' Preference

Veterans are encouraged to apply. Veterans' Preference ensures that veterans and eligible persons are given consideration at each step of the selection process. However, preference does not guarantee that a veteran or other eligible person will be the candidate selected to fill the position. Section 295.07, Florida Statutes (F.S.) specifies who is eligible for Veterans' Preference. State of Florida residency is not required for Veterans' Preference.

If you are unable to apply online due to a disability, contact recruiting at or by calling

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