City of Fort Wayne

Job Description:

SUMMARY

Working under the direction of City Utilities Engineering Management, incumbent assists CU Engineering by coordinating and supporting City Utilities grant writing and alternative funding efforts and administration of grants; providing administrative support for City Utilities Engineering, and other operations needed for the performance of capital projects and other needs of the Utility. The incumbent is expected to exercise good judgment, independence, initiative, and professional expertise in conducting day-to-day operations. All work duties and activities must be performed in accordance with the City and Utility's safety rules and operating regulations, policies and procedures as well as federal, state, and local regulations.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the ability to interact with the public, City incumbents, and outside agencies with patience, tact, respect, and professionalism and the following. Other duties may be assigned.

• Project & Program Funding

• Researches and identifies alternate funding sources for capital projects and other Utility programs including grants, bonds, and state loan funds;
• Works with engineering and design staff, finance staff, and other Utility staff to evaluate, compile, and submit timely applications for project funding;
• Maintains calendars and schedules to assist Utility staff in meeting alternative project funding deadlines;
• Communicates and maintains contact with funding agencies, Utility partners, outside consultants, community contacts, third-party stakeholders, and others involved in alternatively funded projects;
• Keeps organized internal records related to Utility efforts to obtain alternative funding sources;
• Tracks compliance with funding program requirements, and assists Utility staff in meeting all reporting and compliance goals and other conditions of funding;
• Assists Utility staff in ensuring that alternatively-funded project activities adhere to all applicable rules, policies, and regulatory guidelines;
• Performs other duties as assigned relating to expanding the Utility’s revenue base to fund capital projects and other programs;
• Coordinates and communicates with other Utility grant writers and grant managers;
• Coordinates and communicates grant updates to Utility management;
• Helps coordinate and compile necessary data for grant applications and reporting;
• Actively works with project teams to maintain grant applications and manage grants.

Program Management Support

• Assist project managers with updating/maintaining key project schedule, budget and metrics in the Project Management System
• Assist project managers with running reports, monitoring critical path tasks and performance items and implementing corrective actions as necessary to help ensure project success
• Assists in maintaining Utility standards, specifications, and standard operating procedures;
• Assists, coordinates, and/or performs process documentation and process improvements;
• Assists Utility staff in coordinating communications efforts with community stakeholders;
• Provides backup and support for CUE Administrative Assistants and other Assistant Program Managers;
• Supports CU Engineering in document management and uploading into the Project Management Information System Database;
• Supports CU Engineering in managing material procurement and tracking purchased materials;
• Continuously monitors and evaluates the efficiency and effectiveness of methods and procedures, administrative and support systems and internal reporting relationships; identifies opportunities for improvement and reviews those opportunities with team;
• Answers inquiries and refers specific inquiries to appropriate departments, organizations, or agencies;
• Assists as necessary with the Stormwater Pollution Prevention Program (SWP3) and Post Construction BMP Inspection Program;
• Performs other duties as assigned.

PERFORMANCE EXPECTATIONS

The incumbent is responsible for managing their performance in accordance with this job description and the performance expectations provided to them by management. If at any time the incumbent is unsure of their role or specific responsibilities, it is the incumbent’s responsibility to refer to their job description and ask for clarification from their supervisor. Management will work with the incumbent, as needed, to ensure performance expectations are clearly communicated and performance goals are achieved.

SUPERVISORY RESPONSIBILITIES

Incumbent has no supervisory responsibilities.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Function effectively as a member of an interdisciplinary team and assist with leadership of business process improvements, compliance, and sustainability programs.
• Working understanding and comprehension of project management principles
• General understanding of the principles of sustainability
• Strong analysis & technical problem-solving skills

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE

• Bachelor’s degree in public or business administration, organizational leadership, economics, urban planning, or approved equivalent degree from an accredited four-year college or university. Two (2) years of experience in a public agency, utility, and/or work facing the general public; or equivalent combination of education, training, and/or experience;
• Experience working in local government preferred;
• Proficiency in the use and customization of word processing, spreadsheet, and related office software packages, particularly Microsoft Office products.  
• Experience with Microsoft® Office, Excel spreadsheets using pivot tables for data analysis, Power BI, PowerPoint, Word, and Adobe Illustrator
• Experience working for or with a municipal government or utility is desired.

OTHER KNOWLEDGE, SKILLS and/or ABILITES

• Standard knowledge of the principles, objectives, and practices of local government administration and utility management;
• Thorough understanding of intergovernmental and intragovernmental roles and responsibilities;
• Ability to perform duties with limited supervision;
• Principles and applications of critical thinking and analysis;
• Principles of business correspondence and report writing;
• Exceptional usage of the English language, including spelling, grammar, and punctuation;
• Ability to establish and maintain effective working relationships with staff members, other departments in the City, other government agencies, and the general public;
• Ability to write and speak clearly and concisely to produce reports, and proposals;
• Strong leadership and communication skills.
• Functions effectively as a member of an interdisciplinary team.
• Utilizes and understands construction contracts and documents.
• Working knowledge and general comprehension of construction methodologies, problem solving, and project management.
• Thorough understanding and comprehension of project management principles.
• Ability to work in both office and field conditions.
• Working knowledge and strong comprehension of problem solving and project management.
• Perform job duties as directed and necessary to fully utilize and maintain certifications, licenses, training, etc. that have been obtained per job description requirements and/or City Utilities Engineering Skill Based Compensation Policy.

LANGUAGE SKILLS

Ability to read, analyze, and interpret scientific and technical information, financial reports, and legal documents. Ability to maintain effective work relationships with developers, attorneys, engineers, contractors and utility customers. Ability to write reports, business correspondence, and procedure manuals. Ability to respond to common inquiries or complaints from co-workers, customers, regulatory agencies, or members of the business community. Ability to effectively present information to management, public groups, CEO’s and/or boards of directors. Ability to effectively present, defend or justify information to management, public persons or groups, and/or authorizing boards. Ability to collaborate with co-workers in a way that achieves desired results while supporting a positive team environment.

 MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY

Ability to define unprecedented problems, collect data, establish facts, and draw valid conclusions by extending accepted methods or developing new ones. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. Ability to develop program work plans designed to improve or expand current service levels. Ability to manage documents, forms and computer records in order to standardize and minimize risk due to errors or omissions. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to make decisions about what needs to be done within established parameters. Ability to determine the scope of assignments, intent of guidelines and act as technical authority.

CERTIFICATES, LICENSES, REGISTRATIONS

• Maintains a valid Indiana Driver’s License, if a City vehicle is be used;
• Possesses or has the ability to obtain a Notary Public certification.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.