Management Support Specialist - Engineering

JOB Management Support Specialist performs a variety of advanced administrative and technical support duties of considerable complexity in support of the Engineering Division, including capital improvement projects and site development permitting. The role requires a thorough understanding of engineering division operations, development review processes, capital project delivery, and applicable policies and procedures.

Provides direct support to the City Engineer, Engineering Manager(s), and professional engineering staff. Responsibilities include coordination of development applications, capital project administration, contract and financial tracking, public and interdepartmental coordination, and maintaining accurate records. The position serves as a key point of contact for developers, consultants, contractors, and the public, and handles sensitive materials while maintaining a high level of accuracy, organization, and responsiveness.

This position will remain open until filled. For best consideration, please submit your application and materials by the first review date on Monday, May 18th.

EXAMPLE OF DUTIES 1.

Customer Service / Public InterfaceServes as a primary point of contact for the Engineering Division, responding to inquiries from the public, developers, contractors, and internal staff. Provides information regarding development review processes, permitting requirements, engineering standards, and capital projects. Routes inquiries and applications to appropriate engineering staff and coordinates follow-up. Assists in resolving customer concerns related to development review, construction impacts, and capital projects. 2. Development Review and Permitting SupportCoordinates intake and tracking of development applications, including site development permits, public improvement plans, and related submittals. Maintains permitting logs and tracking systems to ensure timely review and compliance with established timelines. Assists engineering staff with plan review coordination, comment compilation, and communication with applicants. Prepares correspondence, conditions of approval, and permit-related documentation. Coordinates with Community Development, and other departments to ensure consistent and efficient review processes. 3. Capital Project and Contract Administrative SupportProvides administrative support for capital improvement projects, including project tracking, scheduling, and documentation. Assists with preparation of contracts, task orders, and amendments; tracks execution and compliance. Maintains project files, including plans, specifications, reports, and correspondence. Supports bidding and procurement processes, including preparation of bid documents, tracking addenda, and coordination of bid openings. Assists with construction administration documentation, including pay estimates, change orders, and project closeout materials. 4. Financial and Administrative SupportAssists in preparation and monitoring of Engineering Division budgets and capital project budgets. Processes purchase orders, invoices, and payment tracking related to engineering services and construction projects. Tracks expenditures, funding sources (e.g., SDCs, grants, utility funds), and project budgets. Supports grant administration activities, including documentation and reporting requirements.5. Records Management and ReportingDevelops and maintains organized filing systems for development permits, capital projects, and engineering records (electronic and physical). Coordinates document management for plans, easements, legal documents, and project records.

Assists in preparation of staff reports, presentations, and technical documents for City Council, Planning Commission, and other bodies. Conducts research and compiles data to support engineering studies, reports, and decision-making.6. Coordination and Program SupportCoordinates meetings, schedules, and communications for engineering staff, project teams, and external stakeholders. Supports interagency coordination with organizations such as ODOT, DEQ, utilities, and consultants. Assists with public outreach materials related to capital projects and infrastructure improvements. Participates in division, department, and citywide initiatives and committees as assigned.

GENERAL JOB FUNCTIONS

Establish and maintain effective working relationships with staff, other agencies, and the public.

Perform other duties as assigned within the scope of the classification. Participate in committees when requested.

Maintain proficiency in job requirements which may include attending training and meetings, reading materials, and meeting with others in areas of responsibility, which may require travel.

Maintain work areas in a clean and orderly manner.

Maintain confidentiality, data integrity, and comply with all related city, state, and federal standards related to confidentiality.

SUPPLEMENTAL INFORMATION WORKING CONDITIONS

This position is designated as an essential employee role, requiring the individual to be available and responsive during regular working hours as well as in the event of unexpected situations, emergencies, or critical operational needs. This may include working outside of regular hours, including weekends or holidays, based on business needs. The position requires regular (80%+) ability to use dexterity and fine motor skills assemble, build or repairmachines or other objects. Continuous (81% of the time) use of office equipment. The position requires minimal (5-20%) physical effort such as lifting, carrying, or movement, etc. Movements required to complete work are not difficult, and only require some degree of agility and hand eye coordination. The work environment is well protected, with virtually no hazards or obstacles (0-5%). There is very little element of personal risk or hazard. Job conditions are usually stable, with virtually no (0-5%) issues of confinement, temperature change, incident of noise, or interactions of a disagreeable nature, inside/outside work, dirty conditions, exposure to contagious disease, etc.

SUPERVISORY RESPONSIBILITIES

Supervision of others is not a typical function assigned to this position. May provide training and orientation tonewly assigned personnel and may assign work to student workers.

SUPERVISION RECEIVED

Works under the general direction of the City Engineer.

ADDITIONAL REQUIREMENTS

Required documents must be provided at the time of application. Please remove any personal information such as photographs, date of birth, gender, social security number, and other protected information from your documents. Documents containing protected information will be considered incomplete. Incomplete applications will not be considered. Finalists for this position will be subject to a computerized criminal history check, driving record check (if required for position), and education and certification verification. Adverse background information will be reviewed and could result in withdrawal of a conditional job offer or termination of employment.

The City of McMinnville does not offer visa sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States.

Positions are subject to budget consideration and approval. For the candidate who is hired into this position, salary placement will be based on guidelines in the handbook or association agreement (as applicable) to assess education and experience. For this reason, please be sure to include everything in your application that you want considered towards placement. The City of McMinnville only accepts applications through our online application system athttps://www.governmentjobs.com/careers/Mcminnville. We want you to be successful in applying with us. We highly encourage you to complete and submit your application in advance of the deadline. For technical assistance, please call (855) 524-5627. The City of McMinnville is an equal opportunity employer.

Applicants with disabilities who need a reasonable accommodation (e.g., assistive listening devices)to participate in the recruitment and/or selection process should contact Vicki Hedges, Human Resources Manager. The City of McMinnville is proud to hire veterans.

Applicants are eligible to use Veteran's Preference in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Military personnel who expect to be honorably discharged from the military within 120 days of certifying veteran status on this job application, may also request preference. Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and they electronically attach the required documentation at the time of application.

DOCUMENTS REQUIRED

MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215)

• OR•Letter from the US Dept.

of Veterans Affairs indicating a non-service connected pension. If you need to request a copy of your DD-214, click here. Disabled Veterans must also submit a copy of their Veterans disability preference letter from the Department of Veterans Affairs.

For information regarding Veteran's Preference qualifications, visit the following website: https://www.oregon.gov/boli/workers/Pages/veterans-preference.aspx The City of McMinnville prohibits discrimination and harassment of any kind. We are committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at the City of McMinnville are based on business needs, job requirements, and individual qualifications, without regard to race, color, age, religion or belief, gender, sexual orientation, ability, family or parental status, or any other status protected by state and federal law. We do not tolerate discrimination or harassment based on any of these characteristics Management Support Specialist

• Engineering 3.8 3.8 out of 5 stars Center, NE $24.98
• $34.97 an hour
• Full-time City of McMinnville 8 reviews $24.98
• $34.97 an hour
• Full-time JOB Management Support Specialist performs a variety of advanced administrative and technical support duties of considerable complexity in support of the Engineering Division, including capital improvement projects and site development permitting.

The role requires a thorough understanding of engineering division operations, development review processes, capital project delivery, and applicable policies and procedures.

Provides direct support to the City Engineer, Engineering Manager(s), and professional engineering staff. Responsibilities include coordination of development applications, capital project administration, contract and financial tracking, public and interdepartmental coordination, and maintaining accurate records. The position serves as a key point of contact for developers, consultants, contractors, and the public, and handles sensitive materials while maintaining a high level of accuracy, organization, and responsiveness.

This position will remain open until filled. For best consideration, please submit your application and materials by the first review date on Monday, May 18th.

EXAMPLE OF DUTIES 1.

Customer Service / Public InterfaceServes as a primary point of contact for the Engineering Division, responding to inquiries from the public, developers, contractors, and internal staff. Provides information regarding development review processes, permitting requirements, engineering standards, and capital projects. Routes inquiries and applications to appropriate engineering staff and coordinates follow-up. Assists in resolving customer concerns related to development review, construction impacts, and capital projects. 2. Development Review and Permitting SupportCoordinates intake and tracking of development applications, including site development permits, public improvement plans, and related submittals. Maintains permitting logs and tracking systems to ensure timely review and compliance with established timelines. Assists engineering staff with plan review coordination, comment compilation, and communication with applicants. Prepares correspondence, conditions of approval, and permit-related documentation. Coordinates with Community Development, and other departments to ensure consistent and efficient review processes. 3. Capital Project and Contract Administrative SupportProvides administrative support for capital improvement projects, including project tracking, scheduling, and documentation. Assists with preparation of contracts, task orders, and amendments; tracks execution and compliance. Maintains project files, including plans, specifications, reports, and correspondence. Supports bidding and procurement processes, including preparation of bid documents, tracking addenda, and coordination of bid openings. Assists with construction administration documentation, including pay estimates, change orders, and project closeout materials. 4. Financial and Administrative SupportAssists in preparation and monitoring of Engineering Division budgets and capital project budgets. Processes purchase orders, invoices, and payment tracking related to engineering services and construction projects. Tracks expenditures, funding sources (e.g., SDCs, grants, utility funds), and project budgets. Supports grant administration activities, including documentation and reporting requirements.5. Records Management and ReportingDevelops and maintains organized filing systems for development permits, capital projects, and engineering records (electronic and physical). Coordinates document management for plans, easements, legal documents, and project records.

Assists in preparation of staff reports, presentations, and technical documents for City Council, Planning Commission, and other bodies. Conducts research and compiles data to support engineering studies, reports, and decision-making.6. Coordination and Program SupportCoordinates meetings, schedules, and communications for engineering staff, project teams, and external stakeholders. Supports interagency coordination with organizations such as ODOT, DEQ, utilities, and consultants. Assists with public outreach materials related to capital projects and infrastructure improvements. Participates in division, department, and citywide initiatives and committees as assigned.

GENERAL JOB FUNCTIONS

Establish and maintain effective working relationships with staff, other agencies, and the public.

Perform other duties as assigned within the scope of the classification. Participate in committees when requested.

Maintain proficiency in job requirements which may include attending training and meetings, reading materials, and meeting with others in areas of responsibility, which may require travel.

Maintain work areas in a clean and orderly manner.

Maintain confidentiality, data integrity, and comply with all related city, state, and federal standards related to confidentiality.

SUPPLEMENTAL INFORMATION WORKING CONDITIONS

This position is designated as an essential employee role, requiring the individual to be available and responsive during regular working hours as well as in the event of unexpected situations, emergencies, or critical operational needs. This may include working outside of regular hours, including weekends or holidays, based on business needs. The position requires regular (80%+) ability to use dexterity and fine motor skills assemble, build or repairmachines or other objects. Continuous (81% of the time) use of office equipment. The position requires minimal (5-20%) physical effort such as lifting, carrying, or movement, etc. Movements required to complete work are not difficult, and only require some degree of agility and hand eye coordination. The work environment is well protected, with virtually no hazards or obstacles (0-5%). There is very little element of personal risk or hazard. Job conditions are usually stable, with virtually no (0-5%) issues of confinement, temperature change, incident of noise, or interactions of a disagreeable nature, inside/outside work, dirty conditions, exposure to contagious disease, etc.

SUPERVISORY RESPONSIBILITIES

Supervision of others is not a typical function assigned to this position. May provide training and orientation tonewly assigned personnel and may assign work to student workers.

SUPERVISION RECEIVED

Works under the general direction of the City Engineer.

ADDITIONAL REQUIREMENTS

Required documents must be provided at the time of application. Please remove any personal information such as photographs, date of birth, gender, social security number, and other protected information from your documents. Documents containing protected information will be considered incomplete. Incomplete applications will not be considered. Finalists for this position will be subject to a computerized criminal history check, driving record check (if required for position), and education and certification verification. Adverse background information will be reviewed and could result in withdrawal of a conditional job offer or termination of employment.

The City of McMinnville does not offer visa sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States.

Positions are subject to budget consideration and approval. For the candidate who is hired into this position, salary placement will be based on guidelines in the handbook or association agreement (as applicable) to assess education and experience. For this reason, please be sure to include everything in your application that you want considered towards placement. The City of McMinnville only accepts applications through our online application system athttps://www.governmentjobs.com/careers/Mcminnville. We want you to be successful in applying with us. We highly encourage you to complete and submit your application in advance of the deadline. For technical assistance, please call (855) 524-5627. The City of McMinnville is an equal opportunity employer.

Applicants with disabilities who need a reasonable accommodation (e.g., assistive listening devices)to participate in the recruitment and/or selection process should contact Vicki Hedges, Human Resources Manager. The City of McMinnville is proud to hire veterans.

Applicants are eligible to use Veteran's Preference in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Military personnel who expect to be honorably discharged from the military within 120 days of certifying veteran status on this job application, may also request preference. Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and they electronically attach the required documentation at the time of application.

DOCUMENTS REQUIRED

MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215)

• OR•Letter from the US Dept.

of Veterans Affairs indicating a non-service connected pension. If you need to request a copy of your DD-214, click here. Disabled Veterans must also submit a copy of their Veterans disability preference letter from the Department of Veterans Affairs.

For information regarding Veteran's Preference qualifications, visit the following website: https://www.oregon.gov/boli/workers/Pages/veterans-preference.aspx The City of McMinnville prohibits discrimination and harassment of any kind. We are committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at the City of McMinnville are based on business needs, job requirements, and individual qualifications, without regard to race, color, age, religion or belief, gender, sexual orientation, ability, family or parental status, or any other status protected by state and federal law. We do not tolerate discrimination or harassment based on any of these characteristics