City of Flagstaff

Compensation

Full Description

Are you someone who is ready to make a difference within their local community? If so, the City of Flagstaff is seeking a qualified individual to join our team! As the City’s newest IT Administrative Services & Project Coordinator, you will actively support and uphold the City’s stated mission and values. In this role, you will coordinate project activities, schedules, and resources to ensure seamless execution of project tasks and milestones; maintain comprehensive project documentation, including project plans, risk registers, and stakeholder lists, ensuring all information is current and accessible, and proactively communicate with stakeholders regarding IT service status, including system outages, planned maintenance, and project rollouts using clear, jargon-free language. If this sounds like the job for you, apply today! By applying to this position, you are opening yourself to the opportunity to work in a critical division program and make a significant impact on our employees and the community we serve. Please note that this is a three-year contract temporary benefit-eligible position. Project Support • Coordinates project activities, schedules, and resources to ensure seamless execution of project tasks and milestones • Acts as a central communication hub for the project team by preparing, distributing, and archiving key documents such as meeting minutes, status reports, and action item logs • Maintains comprehensive project documentation, including project plans, risk registers, and stakeholder lists, ensuring all information is current and accessible • Facilitates project meetings by scheduling appointments, preparing agendas, booking conference rooms, and organizing presentation materials as needed • Tracks project deliverables and action items, following up with team members to ensure deadlines are met • Assists the project team with budget monitoring by tracking expenditures and processing invoices • Provides administrative and logistical support to the project team, resolving operational hurdles to enhance overall team productivity • Supports stakeholder engagement by preparing presentations, drafting communications, and responding to inquiries for project information • Assists with onboarding new team members by providing them with access to project tools, documentation, and essential background information • Helps identify and implement improvements to project administration processes to increase efficiency and effectiveness • Provides excellent customer service to both internal and external customers • Other duties as assigned Customer Service • Acts as a customer advocate, translating user needs and feedback into actionable insights for technical teams to drive service improvements and enhance user satisfaction • Proactively communicates with stakeholders regarding IT service status, including system outages, planned maintenance, and project rollouts, using clear, jargon-free language • Cultivates and maintains strong, positive relationships with key contacts in various departments and officials' offices to foster trust and facilitate effective communication • Manages and de-escalates sensitive customer situations with diplomacy and empathy, ensuring all parties feel heard and that their issues are prioritized for resolution • Develops and distributes user-friendly communications and support materials (e.g., FAQs, newsletters, service announcements) to promote the IT department’s value and initiatives • Triages incoming service requests and issues, ensuring they are accurately documented and routed to the appropriate technical personnel for timely resolution • Measures and reports on key customer satisfaction metrics, gathering feedback through surveys and direct interaction to identify trends and areas for service enhancement • Coordinates logistical support critical events, ensuring a seamless and positive technology experience for government leadership and public forums • Champions the department's public image by ensuring every interaction is courteous and effective, reinforcing the IT Division’s commitment to excellent public service • Provides excellent customer service to both internal and external customers • Other duties as assigned Administrative Support • Manages the end-to-end procurement process for the division by researching vendors, obtaining quotes, processing purchase requisitions, invoicing, and tracking inventory • Coordinates logistics for internal and external meetings • Performs timely content updates and routine maintenance for the division's portion of the city’s public-facing website using the designated Content Management System (CMS) • Maintains and organizes the office's physical and digital filing systems, ensuring accurate record-keeping and easy access to important documents • Assists with budget tracking by monitoring office expenditures, reconciling purchasing card statements, and preparing reports for management review • Supports internal communications by preparing, formatting, and distributing memos, emails, and other correspondence on behalf of the division • Provides excellent customer service to both internal and external customers • Other duties as assigned To review the full job description, click on the following link: IT Administrative Services & Projects Coordinator MINIMUM REQUIREMENTS • Associate’s degree • Two years of experience in a related field such as Office Manager, Executive Assistant, Management Analyst, Project Manager or similar experience • Or any combination of education, experience, and training equivalent to the above Minimum Requirements DESIRED EXPERIENCE AND TRAINING • Bachelor’s degree in business or public administration, or related field OTHER REQUIREMENTS • Must possess, or obtain upon employment, a valid Arizona driver’s license • Regular attendance is an essential function of this job to ensure continuity CURRENT COMPENSATION AND BENEFITS: We are dedicated to fostering an inclusive and positive work environment. We offer competitive pay, outstanding benefits, and the chance to work with a committed team making a difference in our community. Located in the beautiful mountain town of Flagstaff, AZ, you’ll enjoy a unique quality of life with outdoor recreation, stunning scenery and a welcoming community. Our total compensation package includes best-in-class benefits and a salary of ($57,345.60 - $85,966.40) based on the candidate's qualifications and experience. • Arizona State Retirement System with 100% Match • Employees are members of Arizona State Retirement System (ASRS) with a mandatory contribution rate of 12% • 457 Deferred Compensation Options • Up to 4% Annual Pay for Performance Increase • Group Insurance including Health, Dental and Vision coverage • Flexible & Health Savings Accounts • 13 Paid Holidays, Vacation, Sick Leave, Personal Leave, Paid Parental Leave, Bereavement, Jury Duty • Life Insurance, AD&D, Short- and Long-Term Disability and Voluntary Life Insurance • Qualified Public Student Loan Forgiveness Employer • Employee Health Clinic, Telehealth, Wellness Program & Incentives • Employee Discounts: Mountain Line Bus Eco Pass, Aquaplex, and Recreation Centers Please note that Compensation and Benefits are subject to change based on future policy change, budgetary impact, and Council changes. The City of Flagstaff is looking for team members who are passionate about community, innovation, and quality of life. Come be a part of this cool community and see why the City of Flagstaff is a great place to work!