Operations & Adminstrative Coordinator

$58,352 - $58,352/Yr

City Of Pittsburgh - Pittsburgh, PA

Full-time - Entry Level

Pittsburgh, PA

About the position

The Operations and Administrative Coordinator will play a crucial role in supporting the Traffic Control Supervisors, Foremen, Municipal Traffic Engineer, Deputy Director, and Project Managers within the Mobility and Infrastructure Department. This position is designed to ensure the smooth operations of the Traffic Control Shop by managing various administrative and operational tasks. The coordinator will be responsible for overseeing the asset management systems software development and management, which includes providing ongoing training and support to users of the Cartegraph system or similar GIS-based platforms. This role requires a proactive approach to problem-solving, as the coordinator will act as the primary contact for any issues related to the Cartegraph system, ensuring that all problems are documented, analyzed, and resolved efficiently. In addition to technical support, the Operations and Administrative Coordinator will maintain a comprehensive inventory database for the Traffic Control Shop, manage material supply orders, and ensure that all staff have the necessary personal protective equipment (PPE) for their roles. The coordinator will also oversee the vehicle fleet status, ensuring that city vehicles are accessible to staff as needed. This position involves significant collaboration with various internal and external stakeholders to ensure that all operational needs are met and that the department adheres to applicable laws and regulations. The coordinator will also be responsible for preparing requisitions, departmental invoice forms, and inventory reports, as well as managing the administrative functions of the office, including coordinating meetings and supervising support staff. This multifaceted role requires a strong understanding of both operational and administrative processes, as well as the ability to identify areas for improvement and implement effective solutions.

Responsibilities

• Support Traffic Control Supervisors, Foremen, Municipal Traffic Engineer, Deputy Director, and Project Managers in operations and project coordination.
• Ensure user proficiency in Cartegraph or similar GIS-based asset management platform and provide ongoing training materials/support.
• Act as the primary contact for Cartegraph problems, analyze and document issues, recommend solutions, and initiate troubleshooting.
• Manage the completion and closing of PA One Call tickets for the Traffic Control Shop.
• Maintain material inventory database for the Traffic Control Shop and manage vehicle fleet status.
• Prepare requisitions, departmental invoice forms, and inventory reports as directed.
• Coordinate and conduct meetings, outside agency contact and correspondence, and supervise support staff.
• Identify needs for new system or process improvements to existing systems or business practices.

Requirements

• Five (5) years of full-time experience in warehouse management, geographic information systems (GIS), or administrative experience in support roles.
• High school diploma or equivalency required; work experience may substitute for education on a year-for-year basis.
• Current, valid Pennsylvania Class C Driver's License (or out of state equivalent) required prior to appointment.

Nice-to-haves

• Experience with asset management systems software development and management.
• Knowledge of labor and material contracts.
• Familiarity with PA One Call processes and procedures.

Benefits

• Health, Dental and Vision Benefits
• Pension
• Voluntary Deferred Compensation Plan
• Tuition Reimbursement
• Paid Holidays
• Paid Vacation
• Personal Days