Project Coordinator

Job Description

The work involves responsibility for planning, coordinating, and directing a variety of projects, as assigned, within a governmental department by proceeding through program research, data collection, data analysis, feasibility determination, recommendation and implementation of a defined program. This may include, but is not limited to, materials, equipment and personnel necessary for project implementation and completion within specific time frames.

The employee is responsible for assisting in budget development and administrative oversight in areas such as purchasing, accounts payable, and other similar work such as invoicing on materials and labor cost charge backs to other internal departments and outside agencies for cost reimbursement. The work includes bid preparation/analysis and contract preparations.

Work assignments are received from an administrative superior, both in written form and orally, allowing for considerable latitude in their implementation. Performance is reviewed by submission of written reports, through conference and by observation of the implemented program. Supervision may be exercised by this class. Incumbents may be required to successfully pass a background check. Does related work as required.

Typical Work Activities

• Develops long-range plans requiring studies involving development, data collection, analysis and formulating recommendations of the feasibility and budgetary impact of capital projects.
• Develops and implements productivity studies, evaluations and cost-benefit analysis for production of a comprehensive marketing plan to ensure public awareness of project benefits.
• Works closely with various departments in planning, coordinating and directing a variety of projects involving the purchase of equipment, materials, personnel and real property necessary for the proposed project.
• Assists in the preparation of bids, awarding of contracts and placement of purchase orders.
• Assists in providing all support services necessary to ensure timely payments of purchase orders.
• Assists in planning and coordinating the effective use of personnel, equipment and materials to enhance the effectiveness and efficiency of departmental activities.
• Formulates work policies and procedures with regard to projects and monitors staff for compliance.
• Coordinates the purchase of materials and equipment necessary to ensure project completion.
• Utilizes information technology systems, including but not limited to enterprise-wide financial and budgeting application software, to maintain information or to extrapolate data for studies in recommending project direction.
• May develop, implement and maintain an invoice system necessary to secure reimbursement from other governmental agencies.
• Compiles project data and submits written reports to the proper administrators, internal departments or outside agencies.
• Maintains accurate reports and files for the completion of city, state and federal mandated reports.
• Prepares reports including cost data regarding materials, labor and equipment to assist management in decision-making related to budgets, capital project analysis and planning, purchasing and legal activities.
• Represents departmental superiors on and in a variety of special committees and forums.

Knowledge, Skills, and Abilities

• Good knowledge of the current principles and accepted practices of office management and public administration.
• Good knowledge of the organizational structure, goals and objectives of the department, as well as specific programs and operations.
• Good knowledge of effective organization and management principles and practices.
• Analytical skills.
• Ability to establish and maintain an effective working relationship with a variety of governmental agencies, private developers, internal departments and the general public.
• Ability to plan and organize work.
• Ability to gather, organize and analyze pertinent data.
• Ability to communicate clearly, both orally and in writing.
• Ability to identify, analyze and develop solutions to encountered problems.

Additional Departmental Work Activities

Legislative and Council Engagement Support

• Prepares letters, memos and supporting materials for Common Council-related matters.
• Tracks legislative requests, deadlines and follow-ups to ensure timely departmental responses.
• Monitors Council agendas to anticipate upcoming needs and coordinate internal preparation.

Budget and Financial Planning Coordination

• Supports department-wide budget planning and resource alignment across all divisions.
• Tracks spending at the department level, identifies trends and surfaces areas that may require adjustment.
• Works with Division Directors to collect budget inputs and ensure accurate, consistent information.

Software Portfolio Oversight and Technology Planning

• Maintains awareness of the departmental software portfolio, ensuring systems are cataloged and lifecycle considerations are tracked.
• Assists in developing strategic planning inputs related to renewals, consolidations, modernization pathways and shared systems across divisions.
• Coordinates with stakeholders to gather information on system usage and identify opportunities for process or tool alignment.

Initiative and Stakeholder Coordination (Scheduling, Planning and Engagement)

• Coordinates planning activities, scheduling and stakeholder engagement for initiatives and projects.
• Organizes project meetings, touchpoints, working sessions and timelines to keep efforts moving forward.
• Tracks deliverables, risks and cross-functional dependencies to ensure organizational alignment.
• Serves as a coordination and organization partner for the CIO and Division Directors.

Division Collaboration and Departmental Integration Support

• Monitors cross-division activities to identify opportunities for shared solutions, aligned processes or improved cooperation.
• Gathers information from relevant divisions to support department-level planning without replacing direct communication between leadership.
• Helps document workflows, decision points and collaboration needs to support strategic clarity.

Administrative Workflow and Operational Support

• Provides directional support to the Administrative Assistant regarding invoice processing and administrative workflows, ensuring accuracy and timeliness.
• Assists in refining processes for documentation routing, task tracking and operational efficiency across the department.

Project and Task Augmentation Across the Department

• Supports departmental initiatives by completing research, preparing materials, gathering data or advancing tasks that require additional capacity.
• Responds to one-off assignments tied to emerging needs, special projects or department-wide priorities.
• Offers structured support to ensure project continuity and responsiveness across diverse workstreams.

Departmental Awareness and Strategic Support

• Maintains a high-level understanding of ongoing departmental initiatives, challenges and objectives.
• Tracks status updates on key projects and flags issues that may require leadership attention.
• Prepares summaries, briefing materials and planning resources that support informed decision-making at the departmental level.

Department Capacity Planning and Roadmap Alignment

• Reviews division project roadmaps to maintain visibility into department-wide work plans, upcoming initiatives and resource demands.
• Identifies cross-division project dependencies and assesses whether sequencing, timelines or shared resource needs present risks or constraints.
• Coordinates with Division Directors and project leads to align plans, ensure adequate resourcing and prevent conflicts or overload across teams.
• Maintains an integrated departmental roadmap that supports prioritization and helps surface capacity gaps early.

Minimum Qualifications

A. Graduation with a Baccalaureate from a regionally accredited college or university or one accredited by the New York State Board of Regents and one (1) year of work experience, or its part-time equivalent, in the planning, development or coordination of projects, programs, policies or procedures or in public administration, business administration, educational administration, computer science, education or accounting; OR,

B. Five (5) years of work experience, or its part-time equivalent, in the planning, development or coordination of projects, programs, policies or procedures or in public administration, business administration, educational administration, computer science, education or accounting.

Benefits

• Dental insurance
• Health insurance
• Paid time off
• Parental leave
• Vision insurance
• Retirement plan