New Job Special Projects Coordinator In Alabama

The purpose of this classification is to coordinate special projects and to perform complex research, administrative and accounting functions for assigned department.

The following duties are normal for this classification. The omission of specific duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Specific duties listed may not be required for all positions within this classification, but are determined by the normal requirements for the particular position.

Acts as the department's liaison with other city departments, consultants, various committees, commissions, and boards involved in the implementation of projects; distributes documents to appropriate city departments for processing.

Under supervision of assigned director or manager, assists with special projects; conducts research and analysis for special projects and programs administered by the department.

Designs and prepares presentations and/or other materials for internal and external use for special projects.

Assists in the creation of and updates to the departmental policies and procedures of assigned department.

Provides employees guidance and education to ensure organizational policies and procedures are understood by departmental personnel and followed; ensures fair, equitable, and consistent application of personnel policies and procedures.

Communicates verbally and in writing with a high degree of professionalism.

Obtains and maintains a thorough understanding of all department activities and functions in order to improve operations through new initiatives, more efficient processes and/or innovative strategic thinking; provides ongoing development and expansion of operations by seeking new opportunities; seeks out diverse ways to engage our citizens, businesses and customers.

Researches and analyzes policies and procedures in other communities and organizations and uses judgment to identify best practices, innovative ideas, and strategies to improve department operations.

Responsible for developing program materials and implementing activities and strategies to promote City of Tuscaloosa programs, focusing on those in assigned department or as directed; capable of using a variety of approaches such as personal contacts, printed materials, public presentations, and special events to effectively achieve the intended level of outreach.

Works with the city's IT and Communications staff, as well as department divisions to maintain webpages; checks the pages for accuracy and completeness.

Assists walk-in customers; greets and responds to inquiries, problems and complaints from the general public and forwards to other staff members; provides information to the general public regarding department operations and services.

Assists with the maintenance of departmental personnel files; compiles payroll, injury reports, phone lists, performance appraisals, travel and training forms; maintains calendars; and completes applications; processes forms to appropriate personnel, departments, or other agencies; ensures copy of all required documents are in file.

Prepares, reviews and maintains administrative, personnel and financial documents, specifically: purchase contracts, orders, time sheets, work orders, calendars, expenditures and invoices, travel requests, correspondence, memoranda, logs, reports and related materials; obtains approvals; distributes documents to appropriate city departments for processing.

Processes incoming payments for department services; issues receipts; records payments; enters data into computer; reviews data to ensure accuracy and corrects any errors detected; reconciles receipts with applicable reports.

Receives department travel settlement forms from divisions/subdivisions; reviews travel settlements for completeness and authorized signature; ensures city travel guidelines and policies have been followed.

Handles invoicing or disposition of incoming payments for division/department.

Enters department operational invoices and credit card receipts into the internal ledgers maintained for divisions/subdivisions; researches department general ledger expenditure accounts to provide information and assistance; assists with the preparation of the department's annual budget.

Receives department operational invoices and credit card receipts from divisions/subdivisions; reviews invoices and credit card receipts for proper accounting, which includes interpreting and applying accounting standards for financial reports to classify the expenditure; reviews invoices and credit card receipts for authorized signature; verifies that coding in Payment Net matches coding on credit card receipts; updates account coding in Payment Net as necessary.

Compiles, tracks or analyzes administrative and/or statistical data pertaining to department or city operations; conducts research, gathers data, and makes calculations; compiles tables and summaries for statistical reports and budgets; prepares and summarizes departmental lists, reports and forms for supervisors, city departments, state or federal government agencies, and other organizations.

Schedules and/or attends meetings; records meeting date, time, and location; prepares agendas; ensures all involved parties are notified in a timely manner; records, transcribes, distributes, and files minutes.

Prepares and maintains reports as assigned; analyzes reports for the highest level of quality and relevance.

Refers to department operating procedures, administrative policies and procedures, regulations and standards, reference manuals and other sources in performing assigned job duties; attends meetings, seminars and training sessions as required to remain knowledgeable of departmental operations and to promote improved job performance.

Maintains a high degree of professionalism and discretion in all interactions. Demonstrates a clear understanding and awareness of confidential information and keeps it confidential.

Excellent communication, strategic thinking and organizational skills; detail-oriented; follows-up on assignments; handles multiple projects simultaneously and uses judgment in prioritizing work assignments.

Must meet regular attendance requirements.

Must be able to maintain good interpersonal relationships with staff, co-workers, managers and citizens.
Must accomplish the essential functions of the job, with or without reasonable accommodations, in a timely manner.

Recommends policies and procedures that guide and support the provision of quality services by the department.

Incorporates continuous quality improvement principles in day-to-day activities.

Performs other related duties as required.

Bachelor's degree in business administration, finance, urban planning or a related field; five years experience in project coordination, policy analysis, financial analysis, and/or urban planning, preferably in a public sector environment; or any equivalent combination of education, experience, and/or training which provides the requisite knowledge, skills, and abilities for this job. Must possess and maintain a valid driver's license.

The following requirements are normal for this classification. Specific requirements may not apply to all positions within this classification, but are determined by the normal requirements for the particular position.

PHYSICAL REQUIREMENTS: Must be able to operate a variety of office equipment, machinery and tools, which may include a computer, printer, scanner system, typewriter, transcriber, facsimile machine, copy machine, electric punch, binding machine, label maker, calculator, or telephone. Physical demand requirements are at levels of those for sedentary to light work.

DATA COMPREHENSION: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things which may include forms, reports, contracts, legal documents, invoices, budget documents, operational manuals, procedural manuals, and reference materials.

INTERPERSONAL COMMUNICATION: Requires the ability to speak with and/or signal people to convey or exchange administrative, financial, and legal information, including giving/receiving assignments and/or directions to/from co-workers, assistants, managers, or supervisors as well as communicating with elected officials and the general public.

LANGUAGE ABILITY: Requires ability to read a variety of administrative, financial, and legal documentation, directions, instructions, and methods and procedures. Requires the ability to write job-related documentation and reports with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice.

INTELLIGENCE: Requires the ability to learn and understand relatively basic principles and techniques, to understand departmental policies and procedures, to make independent judgments in absence of supervision, and to acquire and be able to expound on knowledge of topics related to primary occupation.

VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, and to follow verbal and written instructions.

NUMERICAL APTITUDE: Requires the ability to add and subtract, multiply and divide, calculate decimals and percentages, and determine time and weight.

FORM/SPATIAL APTITUDE: Requires the ability to visually inspect items for proper length, width, and shape using job related equipment.

MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in using job related equipment and in operating motor vehicles.

MANUAL DEXTERITY: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have the ability to use one hand for twisting motion or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination.

COLOR DIFFERENTIATION: May require the ability to discern color.

INTERPERSONAL TEMPERAMENT: Requires the ability to deal with and relate to people beyond giving and receiving instructions. Must be able to adapt to and perform under minimal stress when confronted with an emergency.

PHYSICAL COMMUNICATION: Requires the ability to talk, express, or exchange ideas by means of spoken words and/or hear and perceive nature of sounds by ear.

The City of Tuscaloosa offers a comprehensive benefits package to full-time permanent employees that includes retirement, vacation and illness leave, paid holidays, medical and dental insurance, flexible spending account, life insurance, and other supplemental insurances and deferred retirement saving plans.

For a more detailed overview of our benefits package, please visit the Employee Benefits Summary within our website or contact the Human Resource Department at (205) 248-5230.