Special Projects Coordinator

Salary: $59,384 - $76,500 - Commensurate with Experience

Special Projects Coordinator

The Town of Riverdale Park seeks a dynamic, results-oriented professional who thrives in a fast-paced environment. The ideal candidate will be a self-motivated individual capable of managing multiple assignments simultaneously while contributing to the synergy of a cohesive team. A meticulous eye for detail is crucial, along with robust communication and organizational skills. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and CRM software, particularly InterAction, is essential. Join us and bring your unique talents to our collaborative team, where your dedication to excellence will be valued and nurtured.

Department:
The Office of Administrative Services (OAS) provides program management, project management, and support services to the Office of Finance and Employee Services, the Office of Development Services, and the Department of Public Works, including initiatives undertaken by the Town Manager. In addition to providing deliverables for internal customers, this centralized Office interacts with and provides deliverables to the public, Town and local officials, contract staff, and others. The Office comprises two program specialists reporting to and working with the Director of the Office of Administrative Services. Additionally, the Special Projects Coordinator is part of this centralized team providing project coordination for Directors of Public Projects and Services, Development Services, and the Town Manager.

Job Summary:

The Special Projects Coordinator provides professional, technical, and high-level administrative support to the Directors of Public Projects and Services, Development Services, and Administrative Services, as well as the Town Manager. The incumbent drafts invitations to bids, requests for proposals, incentive agreements, memorandums of understanding, and similar documents. Additionally, the incumbent coordinates with consultants, planning professionals, members of the community, and the staff team, including contracted specialists such as engineers and design professionals, community groups, community development organizations, businesses, and others in the development, planning, and implementation of Special Projects. The position requires the ability to independently research best practices, draft proposals for internal review, and implement visible and impactful community and organizational projects. The position will develop matrices for measuring and reporting desired outcomes and track workload and performance indicators. This position also completes grant applications, coordinates the approval processes for Town grant programs, seeks alternative funding opportunities, and develops funding models. A high degree of accuracy is required. Professional writing skills are essential to the success of the incumbent. Work is reviewed and measured based on observation and evaluation of results achieved, written and verbal communications and conferences, periodic reports, and performance appraisals.

Supervision Received:  Work is assigned and performed under the general supervision of the Director of Administrative Services in support of the Directors of Public Projects and Development Services or the Town Manager.

Supervision Exercised:  None.

Essential Duties and Responsibilities:

Essential and other important responsibilities and duties may include, but are not limited to, the following:

• Performs highly specialized professional, technical, and high-level administrative procedures to prepare and complete project requirements.
• Manages, coordinates, and tracks administrative and technical aspects of Special Projects.
• Reviews existing systems and processes, researches best practices and implements change through automation and process reengineering.
• Reviews Special Projects' accounts payable and accounts receivable to ensure completion of work or services.
• Performs detailed project research, producing summaries, tactical reviews, and recommendations.
• Drafts Capital Improvement Budget requests for the Offices of Development Services and Administrative Services, the Department of Public Works, or other Special Projects.  Tracks and reconciles project budgets along with funding source guidelines. Assists OAS and the departments with the implementation of best practices.
• Provides overall management/coordination of the assigned projects; develops and administers policies and procedures for work process activities, projects, and plans.

• Develops and maintains detailed project and departmental records.
• Drafts prepares, maintains, and processes official Town documents.
• Maintains an accurate and detailed calendar of project timelines, due dates, and schedules.
• Arrange and schedule project-related meetings; prepare meeting agendas and information packets.
• Coordinates work of contractors and vendors; initiates and conducts independent field visits to review issues, performance, and improvement measures; resolves service issues; investigates and responds to complaints.
• Documents and assists in tracking department performance measurement data, goals, and objectives.
• Performs data entry/updates and creates and maintains maps using Geographic Information System (GIS) computer software and hardware.
• Assists with the planning, preparation, and monitoring of budgetary activities.
• Performs related tasks as required.

Minimum Qualifications:

Any combination of education, training, and experience that would provide the required knowledge, skills, and abilities qualifies and may be considered. Typical ways to obtain the knowledge and skills would be:
 

Education and Experience:

• Graduation from an accredited college or university with a bachelor's Degree in Public Policy, Public Administration, Urban or Community Planning, Grant Administration, Project Management, or a closely related field. Master's Degree desirable.
• Minimum of three (3) years of progressively knowledgeable and increasingly responsible relevant professional public or private sector experience, including project management, planning, project budgeting, policy development, analysis and implementation, community outreach or engagement, grants administration/writing, program outcomes development, and database management.

 

Certification or License:  

• Possession of an appropriate driver's license valid in the State of residency.