Operations & Administrative Coordinator

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Operations & Administrative Coordinator

Salary

See Position Description

Location

Pittsburgh, PA

Job Type

CS Non-Competitive, Full Time

Job Number

24-OACO-01

Department

Mobility and Infrastructure

Opening Date

09/10/2024

Closing Date

Continuous

FLSA

Exempt

Bargaining Unit

01

• Description

• Benefits

• Questions

POSITION SUMMARY

The Operations and Administrative Coordinator will support the Traffic Control Supervisors, Forem e n, Municipal Traffic Engineer, Deputy Director and Project Managers in the areas of operations, asset management syst em s software development, and management, administration, and project coordination. This multi-faceted role will play a vital role in ensuring the smooth operations of the Traffic Co ntrol Shop.

Department: Mobility & Infrastructure

Salary: $58,352 per year.

Posting Type: Announcement

Union Group: None, this is a non-union position

Civil Service Classification: Non-Competitive

REQUIREMENTS

General Application Requirements: You must submit or show proof of all of the following at the time of filing your application (unless otherwise indicated below) or your application will be disqualified. Disqualifications based on any of these General Application Requirements are not subject to a Civil Service appeal.

• Applicants must submit a complete application including education, work experience, a resume (if applicable) and completed supplemental questions.

• Applicants must be or become residents of the City of Pittsburgh prior to employment and remain a resident throughout employment.

• Click here (https://arcg.is/vD5Hn) to view a map of City of Pittsburgh neighborhoods.

• A current, valid Pennsylvania Class C Pennsylvania Driver's License (or out of state equivalent) is required prior to appointment and must be maintained throughout employment. Written requests for accommodation based on the Rehabilitation Act of 1973 and the Americans with Disabilities Act will be considered by the Department of Human Resources & Civil Service on an individual basis.

NOTE: The City of Pittsburgh, as a matter of policy, conducts pre-employment and promotional background investigations on all candidates being considered for positions. The background investigation includes but is not limited to criminal background, driver's license and City of Pittsburgh real estate tax payments. Candidates may be disqualified from consideration for employment based on the results of their background investigation (as it relates to the job for which the applicant is being considered) .

NOTE : Candidates being considered for employment will be required to submit official transcripts to verify of their post-secondary education (college/university, trade school, etc.) prior to being hired by the City of Pittsburgh. Transcripts must be submitted at the time of any/each job interview you have with the City of Pittsburgh.

Qualifying Requirements: Your City of Pittsburgh application will be reviewed, and your work experience and education/training will be evaluated to determine if you meet the qualifying eligibility requirements listed below for this position. You will be sent an eligibility letter via email regarding your eligible/ineligible status.

• WORK EXPERIENCE: The application must clearly show five (5) years of full-time experience in warehouse management, geographic information systems (GIS), or administrative experience working in various support roles. (Less than full-time experience will be calculated on a pro-rated basis.)

• EDUCATION/TRAINING: High-school diploma or equivalency.

• EQUIVALENCY: Work experience may be substituted on a year for year basis if the application clearly shows the required number of years to meet the Total Qualifying Requirement for this position (based on the sum of work experience and education/training listed above). The Total Qualifying Requirement is five (5) years. (See NOTE under the General Application Requirements Section above regarding the verification of education/training.)

CIVIL SERVICE EXAMINATIONS

If you meet the qualifying requirements listed above, you will be sent a letter of admission (when applicable) for the following examination(s). You must pass the written and/or performance examination(s) in order to have your name placed on the official Civil Service eligibility list for this position. Candidates who receive job offers must pass a medical examination (when applicable) prior to start date.

• Written: None required for this position.

• Performance: None required for this position.

• Medical: None required for this position.

POSITION DUTIES

The following duties and responsibilities are intended to be representative of the work performed by the employee in this position but are not all-inclusive. The omission of specific duties and responsibilities will not preclude them from the position.

Operations

• Ensures user proficiency in assigned application (Cartegraph or similar GIS based asset management platform) and provides on-going training materials/support; keeps end users informed regarding system updates.

• Supports coordinating the management of Cartegraph for the Traffic Control Shop and provides technical direction between systems users and the Department of Innovation and Performance.

• Acts as the primary Traffic Control Shop contact for Cartegraph problems; analyzes and documents issues, recommends solutions, and initiates troubleshooting and resolution internally or with I&P, as appropriate; follows-up on problem resolution and keeps shop informed of status.

• Performs front-end Cartegraph functions for other DOMI bureaus as requested and approved by Deputy Director.

• Maintains current knowledge of relevant technologies and business processes.

• Manages the completion and closing of PA One Call tickets for the Traffic Control Shop.

• Directs appropriate staff to physically complete PA One Call markings with permission of supervisor, or completes field marking of open PA One Call tickets for the Traffic Control Shop, as directed.

• Identifies needs for new system or process improvements to existing systems or business practices.

• Assists with data conversion, which may include digitization of paper records into an electronic database, as part of system implementation.

Administrative

• Maintains material inventory database for Traffic Control Shop.

• Maintains working knowledge of all labor and material contracts.

• Completes material supply orders as required.

• Ensures staff has appropriate PPE gear for all weather conditions.

• Manages vehicle fleet status and works with First Vehicle to ensure staff have sufficient access to city vehicles at all times.

• Submits and coordinates warehouse facility tickets as needed.

• Ensures signal shop/sign shop have appropriate administrative supplies.

• Assists in office management including: coordinating and conducting meetings, outside agency contact and correspondence, and supervision of support staff.

• Prepares requisitions, departmental invoice forms, memoranda, bid specifications for contracts, and inventory reports, as directed.

• Maintains master inventory of departmental supplies; forecasts material and budget needs; monitors contracts, supplies/materials changes and upgrades; recommends supply replenishment to appropriate administrators, supervisors, and personnel.

• Prepares accurate reports and maintains records concerning inventory, deliveries, and requisitions, etc. as requested or required.

• Contacts vendors for order and expediting deliveries.

• Orders supplies, materials, parts, and equipment.

• Controls receipt, approval or disapproval, placement, distribution and recordkeeping of operational workflow processes (e.g. purchasing cards, computerized inventory, expiration of contracts, etc.)

• Prepares accurate reports and maintains records concerning inventory, deliveries, and requisitions, etc. as requested or required.

• Contacts vendors for ordering and expediting deliveries.

General

• Attends meetings as assigned, including but not limited to staff meetings.

• Collaborates with the appropriate internal and external colleagues as needed to complete assigned work.

• Manages areas of responsibility in strict accordance with applicable laws, regulations, and established policy.

• Identifies needs for new system or process improvements to existing systems or business practice.

• Develops, recommends, and implements approved warehouse policies and procedures.

• Maintains effective working relationships with vendors, supervisors, and City employees regarding requisition and distribution of materials.

• Performs activities and functions of other related personnel as assigned or needed.

Click here (https://www.governmentjobs.com/careers/pittsburgh/classspecs) to view the full job description including knowledge, skills, and abilities and working conditions for this position. Locate and click on the position title to view the complete job description .

Full-time City employees receive a comprehensive benefit package including:

• Health, Dental and Vision Benefits

• Pension

• Voluntary Deferred Compensation Plan

• Tuition Reimbursement

• Paid Holidays

• Paid Vacation

• Personal Days

  (Benefits may be modified based on collective bargaining unit terms.)

  01

  The City of Pittsburgh welcomes all applicants, including those who would need to relocate to satisfy the Residency Requirement prior to starting this position. Please elaborate on your plans to relocate to Pittsburgh if you do not already live within the City of Pittsburgh municipality. If you already reside within the City of Pittsburgh, please write N/A.

  02

  Do you have a current, valid Pennsylvania Motor Vehicle Operator's License (Class C - regular) or a current valid driver's license from another state or the U.S. Armed Forces? If you do not possess a current, valid PA Class C Driver's License: Are you able to obtain one prior to appointment if you are selected to fill this position?

• N/A- I already possess the required driver's license.

• YES, I AM able to obtain a PA Class C Driver's License prior to appointment if I am selected to fill this position.

• NO, I am NOT able to obtain a PA Class C Driver's License prior to appointment if I am selected to fill this position.

  03

  Please select the one answer most closely describing your minimum professional work experience/education:

• I possess a high school diploma or equivalent and (5) years of full-time experience in warehouse management, geographic information systems (GIS), or administrative experience working in various support roles.

• I possess an unrelated associate degree and (5) years of full-time experience in warehouse management, geographic information systems (GIS), or administrative experience working in various support roles.

• I possess a related associate degree and three (3) years of full-time experience in warehouse management, geographic information systems (GIS), or administrative experience working in various support roles.

• I possess an unrelated bachelor's degree and three (3) years of full-time experience in warehouse management, geographic information systems (GIS), or administrative experience working in various support roles.

• I possess a related bachelor's degree and one (1) year of full-time experience in warehouse management, geographic information systems (GIS), or administrative experience working in various support roles.

• I possess a related master's degree.

• I do not possess any of the minimum amounts of education/and or work experience listed above.

  04

  Please briefly describe your full-time experience in warehouse management, geographic information systems (GIS), or administrative experience working in various support roles. If you do not possess this experience please type N/A.

  05

  Please confirm below that you understand that your OFFICIAL transcripts must be submitted by mail or in person to the Department of Human Resources and Civil Service if you are selected to fill this position.

• Yes

• No

  Required Question

Agency

City of Pittsburgh

Address

414 Grant Street Room 431 Pittsburgh, Pennsylvania, 15219

Phone

412-255-2710

Website

http://www.pghjobs.net

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