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Workflow Coordinator

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Workflow Coordinator

Salary

$26.14 - $31.37 Hourly

Location

Boca Raton, FL

Job Type

Full-Time

Job Number

04249

Department

Utility Services

Division

Administration 42/09001

Opening Date

04/23/2025

Closing Date

5/23/2025 11:59 PM Eastern

FLSA

Non-Exempt

Bargaining Unit

+ Description

+ Benefits

+ Questions

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Job Description

Performs technical administrative/specialized work in coordination of scheduling and monitoring maintenance work activities for the Utility Services Department. Responsible for coordinating the procurement of materials associated with these activities. Responsible for monitoring employees daily timekeeping records as well as processing payroll activities for several Divisions. Creates and reassigns work order requests on CMMS to Supervisors for reassignment and scheduling. Compiles data and generates reports for regulatory compliance. Work is performed under general supervision.

Essential Functions

+ Primarily responsible for workgroup purchase orders including monitoring purchase orders and account balances and takes action to minimize overuse; reviews, validates and processes invoices to ensure purchasing compliance; and generates change orders to add funds, extend dates and close purchase orders as projects close.

+ Coordinates with vendors to resolve products/services delivery and billing issues;

+ Performs data entry/updates within CMMS to modify asset and plant data, revise and update job plans, preventative maintenance schedules and asset and nameplate data; complies information on CMMS data and generates detailed reports.

+ Develops and generates preventative maintenance compliance reports; analyzes and submits recommendations to improve the effectiveness of scheduled predictive/preventative maintenance activities.

+ Compiles data on department monthly fuel purchases and usage; generate reports and ensures continuity of service.

+ Compiles data from emissions monitoring equipment; drafts and/or updates regulatory compliance reports and submits to state and federal agencies.

+ Compiles and updates data on maintenance, inspections and testing of fuel storage tanks; waste disposal and recycling products and generates related reports.

+ Communicates with division staff and generates work order requests; exercises judgement to assign work orders according to resources and staff skillset available.

+ Proactively works with division staff and assess assets within CMMS to prepare requisitions, order materials, and process receivers to ensure continuity of service.

+ Receives updates and field notes from division staff on Wellfield maintenance and equipment and compiles information to update related Excel spreadsheets for monthly review.

+ Process payments for building facilities and plant permit licenses;

+ Updates and maintains SDS for materials and chemicals used;

+ Drafts, revises and updates Sole Source and Department letters in accordance with procurement guidelines.

+ Participates in field inspections to validate completion of work;

+ Monitor employees daily timekeeping record including leave and overtime requests for multiple divisions;

+ Provides administrative support for designated divisions including tasks such as preparing agendas for meetings, transcribing correspondence and/or memoranda, coordinating appointments, answering and screening telephone calls, receiving and distributing mail, fielding general inquiries and referring to the appropriate internal contact, maintaining department shared lists/folders/documentation, and making travel arrangements.

+ Participates in Reliability Centered Maintenance reviews and meetings; prepares summary reports and follows through on action items related to purchasing, ongoing work orders, and/or preventative maintenance.

+ Researches expenditures and makes recommendations for inclusion of budget items based on past expenditures and anticipated needs.

+ Performs related duties as required.

Knowledge, Skills and Abilities

Knowledge of:

+ General office practices and procedures

+ Local government and public sector organization and procedures

+ The principles and best practices of operational maintenance and repair, preventative maintenance, and purchasing logistics

+ Utility Services organization and operations

Skilled in:

+ Use of grammar and ability to write, type, edit and proofread for accuracy.

+ Writing of professional and effective letters, memos, emails, and reports.

+ Microsoft Office suite, with a working knowledge of Microsoft Excel and a moderate degree of proficiency with Microsoft Word and Outlook

+ Use of computers and software applications to a moderate degree of proficiency

+ Time management – organizes and allocates time to plan, execute, and follow-up on and complete tasks.

Ability to:

+ Receive training on new and existing equipment to ensure working understanding as needed to support essential functions.

+ Establish and maintain effective working relationships with City officials, other public or governmental agencies, and external stakeholders.

+ Prepare detailed reports.

+ Manage tasks and deadlines in an organized and professional manner.

+ Work independently and collaboratively with internal and external partners

+ Adapt to changing priorities and exhibit flexibility.

+ Remain informed on sustainability industry trends

+ Compile, analyze, and interpret data and research

Minimum and Preferred Qualifications

+ Associate’s Degree from an accredited college, or 60 credit hours from an accredited college or university, in Business or Public Administration or related field of study

+ Three years of experience in an administrative role in support of project management, logistics, and/or operational maintenance and repairs.

+ State of Florida Class “E” driver’s license

PREFERRED QUALIFICATIONS:

+ Previous experience with municipal water and/or wastewater utility industry is preferred

Additional experience is accepted as a minimum requirement in lieu of the postsecondary degree on the following basis: additional four (4) years in lieu of the bachelor’s degree, and additional two (2) years in lieu of an associate degree.

POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS:

Final offer and employment are contingent upon successful completion of the following post-offer, pre-employment screening items:

+ Criminal Background Check

+ Employment Verification

Physical and Environmental Demands and Conditions

The environmental conditions and physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.

+ Occasionally moving self in different positions to accomplish tasks in various environments including tight and confined spaces

+ Continuously remaining in a stationary position, often standing, or sitting for prolonged periods

+ Occasionally moving about within the immediate work area to accomplish tasks

+ Occasionally traveling from one worksite to another

+ Occasionally adjusting or moving objects up to (25) pounds in all directions

+ Continuously communicating with others to exchange information

+ Continuously repeating motions that include the wrists, hands and/or fingers

+ Continuously operates a computer and other equipment using motions requiring manual dexterity or fine motor skills

+ Continuously assessing the accuracy, neatness and thoroughness of the work assigned

+ Continuously demonstrating the ability to observe details accurately and identify variances

+ Occasionally lift/carry objects weighing (25) pounds or less

+ Occasionally push/pull objects weighing (25) pounds or less

+ Continuously working in a normal office environment with few physical discomforts

+ Occasionally working in an area that is somewhat uncomfortable due to drafts, noise, temperature variation or the like

+ Occasionally working in an area that is very uncomfortable due to extreme temperature, noise levels, or other environmental conditions.

+ Occasionally working in an outdoor area where exposure to animals, reptiles and/or insects may occur.

+ Occasionally working with equipment or performing procedures where carelessness would probably result in minor cuts, bruises or muscle pulls

+ Continuously demonstrating regular in office attendance without the ability for remote work assignment.

Essential Employee Designation

When normal operations of City departments are suspended or interrupted due to a declaration that a state of emergency exists, employees in this classification will be deemed essential by the City. For the preparation and/or continuation of emergency operations or for special work detail, employees deemed necessary shall be required to work.

The City of Boca Raton is an Equal Opportunity (https://www.myboca.us/1226/Equal-Employment-Opportunity) , Inclusive, Veteran's Preference Employer and Drug Free Workplace. It is the policy of the City of Boca Raton to prohibit discrimination on the basis of race, color, religion, gender, gender identity or expression, marital status, age, national origin, disability, pregnancy, familial status, sexual orientation, genetic information, or any other status or condition protected by applicable federal, state or local laws.

BENEFITS SUMMARY

Full-Time Non-Bargaining Employees

ANNUAL LEAVE: Shall accrue prior to an employee attaining permanent status in the classified service, and may be used after six (6) months of employment at the sole discretion of the Department Head, but it shall not be paid out upon resignation or termination unless the employee has attained permanent status (one full year). The maximum accrual is 360 hours.

Year of ServiceAccrual

0 to 5 full years8 hours per month

5 to 10 full years10 hours per month

10 to 15 full years12 hours per month

15 full years and over14 hours per month

CASH OUT OF ANNUAL LEAVE: Employees who have attained permanent status shall be permitted to cash out up to forty (40) hours of accrued and unused Annual Leave, either in a single lump sum payment or two or more partial payments, each fiscal year.

SICK LEAVE: 8 hours per month. Any hours in excess of 960 will be paid off annually at 50%. Upon retirement, employees with a minimum of 5 years continuous service will receive 50% of sick leave balance. Termination for reasons other than retirement shall be entitled to payment for accrued, but unused sick leave, as follows:

Years of servicePercentage

Less than 2 full years0%

2 to 5 full years10%

5 to 10 full years20%

10 full years or more30%

Retirement (normal, early or disability)50%

HEALTH INSURANCE (Premiums): Employee Medical (Base Plan) - Paid 100% by City. Employee contributions are required for the buy up employee coverage plans. Employee Dental (DHMO or Basic PPO Plan) & Vision (Basic Plan) paid 100% by City. Employee contributions are required for the Employee + Dependent(s) for the Medical, Dental, & Vision Plan.

CONTINUOUS SERVICE BENEFIT: As of December 1 each year - Paid during the month of December.

Year of ServiceBenefit

5 to 10 full years$600 annually

10 to 15 full years$800 annually

15 full years and over$1,100 annually

RETIREMENT PLANS: The two pension/retirement options are listed below:

+ An option to enroll in a Defined Contribution Retirement Plan. The Defined Contribution Retirement Plan will not require a mandatory contribution. The City will contribute seven (7%) percent of the annual base wages annually. The vesting period for this plan shall be one (1) year from date of hire in the classified service, which coincides with your one-year probationary period.

+ An option to enroll in a Defined Benefit Retirement Plan option is available. There is a ten (10) year vesting period with a multiplier of 2.00% at normal retirement and a mandatory seven and three-quarters (7.75%) percent employee contribution.

+ The two (2) options will be fully explained prior to an irrevocable selection.

Optional: 457 Deferred Compensation Savings Plan is available.

HOLIDAYS: 15 per year: 12 recognized holidays and 3 floating days which are allocated for the fiscal year beginning October 1, to all 8 hour per day employees. Employees hired between October 1 and March 31 shall receive 3 floating holidays. Employees hired between April 1 and September 30 shall receive 1.5 floating holidays. Floating holidays must be used within the fiscal year. Non-task employees working 10-hour days receive 10, 10-hour paid holidays but do not receive floating holidays.

FUNERAL LEAVE: Up to 3 workdays - In State; Up to 5 workdays - Out of State

TUITION REIMBURSEMENT: Full-time employees are eligible for tuition reimbursement as outlined in the City’s Tuition Reimbursement Policy which is available in Human Resources and subject to the availability of departmental funds.

MILITARY LEAVE: Members in military reserve units who attend annual training are entitled to paid leave not to exceed 30 days each calendar year.

EAP: Employees, spouses, and eligible dependents have access to five (5) face-to-face sessions with a counselor through Cigna's Employee Assistance Program (EAP). Services include assistance with legal, financial, parenting, elder care, pet care, and identity theft.