WHO WE ARE LOOKING FOR
A successful candidate will be well organized, able to prioritize competing projects and deadline driven. They will have the ability to research and synthesize information. They will be able to pay attention to the details of the duties they perform to ensure they are complete and accurate.  They have the ability to read, understand, interpret and apply grant-related laws, regulations or policy guidance documents to ensure that grants programs meet federal and state programmatic and fiscal compliance requirements, goals and objectives, timeframes, and are within budget.

WORKING HOURS AND LOCATION

This position works Monday through Friday 8am – 4:30pm with a half hour lunch.  Your office would be at the Capital Transit Bus Barn facility located in the Mendenhall Valley at 10099 Bentwood Place.  Onsite parking is provided.

DESCRIPTION OF WHAT YOU WILL BE DOING

The Administrative Coordinator position supports the overall administrative functioning of the Engineering & Public Works (EPW), Capital Transit Division. This position works with a high degree of independence, but also collaborates closely with both the Transit Superintendent and Operations Supervisor. Under general guidance from the Transit Superintendent this position prepares or assists with preparation of grant applications, project budgets, narratives, and billing reports for the Capital Transit Division.  In addition, this position works closely with other local transit agencies and the State of Alaska Department of Transportation. You will be asked to write and submit grant applications which will include working with outside consultants and State of Alaska Department of Transportation staff to research and gather data.

This position must be able to interpret, understand, and comply with numerous CBJ, federal and state laws, regulations, requirements, policies and procedures. A successful candidate will identify opportunities to improve current processes while facilitating efficient administrative management. This position requires excellent written communication and editing skills, and a proficient knowledge of Microsoft Excel.

Typical responsibilities include the following:

• Maintains awareness of the division’s overall programs, goals, and funding sources.
• Provides guidance to staff on procurements and grants.
• Plans, organizes, and performs the division’s grants administration and procurement activities. These activities include writing and developing grant application proposals for federal and state funding; preparing billing summaries and supporting documentation; and reporting of division’s data to various sources.
• Prepares annual staffing schedules and coordinates departmental budget preparation for the Finance Department.
• Researches and reports on accounting anomalies. Processes accounting corrections as necessary.
• Provides direction and oversight to Administrative Assistant.
• Acts as the primary point of contact for personnel management: issuing personnel action requests, initiating recruitments and gathering necessary paperwork.
• Travel Officer for the division. Makes travel arrangements and reconciles travel expenses per policy.

DO I HAVE THE QUALIFICATIONS FOR THIS JOB – OUR MINIMUM QUALIFICATIONS

Education:           High School graduation or the equivalent.

Experience:         Six (6) months of entry administrative experience that included work in one or more areas of Human Resources, Procurement, Accounting, Finance, Office Support, or a related administrative area. This is equivalent to the Administrative Assistant with the City of Juneau or the equivalent with another employer.

SUBSTITUTIONS:

One year of clerical experience equivalent to the Office Assistant with the City of Juneau or the equivalent with another employer.

Or

One year of post-secondary education from an accredited college (32 semester hours or 48 quarter hours equals 1 year) or vocational training may be substituted for the required experience on the basis of: 150 hours of vocational education are equal to one month of experience.)

Other:                   Some positions (see position description) may require a valid Drivers’ license at time of appointment and for continued employment.

This is a benefited union represented position.  For more details about benefits, please visit the following web link: https://juneau.org/human-resources/benefits

If you have questions about this position please call Breckan Hendricks at (907) 586-0800, ext. 4181.

The City and Borough of Juneau is an Equal Opportunity Employer. The CBJ also complies with Title I of the American’s with Disabilities Act (ADA). Individuals with disabilities, who require accommodation to apply for this position can contact the City & Borough of Juneau Human Resources/Risk Management HR Office at (907)586-0227, via email at [email protected] or written correspondence to 155 South Seward, Juneau, AK 99801.