Asset Management Coordinator

Position Overview Are you interested in a challenging position working for an organization making a difference in the community? Are you a "people person" who enjoys helping others and being part of a collaborative team? Wilsonville is seeking a service-oriented team player with excellent technical skills to fill the Asset Management Coordinator position. Ideal candidates will have an outgoing personality and a positive attitude, excellent verbal and written communication skills, and the ability to analyze and problem solve. Qualified candidates will have Associate's degree in Computer Science, Information System Management, Geographic Information System (GIS), or related field and three years of related, progressively responsible experience. Additional information regarding this position can be found below. Please ensure you complete all sections of the application and answer all supplemental questions. The City is interested in filling this position as soon as possible, and will be conducting interviews as qualified applications are received. ______________________________________________________ Responsible for the technical administration, coordination, operation and support of the asset management system. Performs advanced data inputs, reporting, documentation, and analysis in conjunction with related fieldwork as well as computer application for the Operational Management System (OMS) software used by the City. Performs advanced technical, administrative and professional support for the Public Works Department. Coordinates, develops, and implements special projects and programs that have a broad impact and are designed to meet the specific needs of the department and/or City. Performs a variety of routine and complex administrative, technical and professional work to utilize system data to help management forecast resource and workload needs; reports on financial trends and operational effectiveness; and related work as required. This position reports directly to the Public Works Director, but will also work closely with the Public Works Operations Manager and Supervisors. The incumbent will not have supervisory authority, but may provide direction and oversight to other staff members. This is a single position, non-represented classification serving in a variety of administrative, coordinative, analytical, and liaison capacities, as required by the changing needs of the City and as directed by the Public Works Director. Requires knowledge of Public Works functions and activities and the ability to develop, oversee, and implement projects and programs in a variety of areas. Responsibilities ESSENTIAL JOB FUNCTIONS The following tasks are representative and are not to be considered all-inclusive. Performs day-to-day development, operation, and maintenance related to the Cartegraph OMS software systems. This may include, but is not limited to, formatting of data collection for accuracy of information, develop and prepare data queries using a variety of reporting interfaces, tools and applications. Identifies asset management needs and works closely with the IS department to develop and maintain a database for managing and tracking information. Provides technical support in the use of strategic business software by researching and evaluating alternative solutions; makes recommendations and advises system users. Develops and maintains infrastructure maps using GPS equipment and GIS mapping systems, and maintains infrastructure inventory database for all utilizes – including water, storm, sewer, streets, fiber, parks, transit and buildings. Works with the Public Works Supervisors for the completion of work. Provides technical assistance to end users to resolve technical questions or problems; reports bugs and systemic issues on behalf of staff. Works with vendor(s) to resolve technical issues and develop program improvements and implement upgrades. Coordinates with GIS to maintain a comprehensive GIS database. Creates and updates graphs, spreadsheets, charts, and other related technical documents. Evaluates and monitors the integrity of the Public Works technical systems. Coordinates with the IS department to resolve problems with the system applications and works with the software providers to accomplish specific maintenance and modifications. Establishes and maintains data and pertinent records; prepares statistical and narrative report to assist all utilities in asset grouping, routine and preventative maintenance scheduling, replacement schedules, activity based costing, task management, historical trend analysis of works orders, and other reports as needed; tracks and closes out service requests and work orders as needed. Evaluates information and problem solves any irregularities and takes corrective action as necessary. Gathers data to report or present information on resources or needs; prepares presentation materials as needed. Trains and assists other staff in the utilizing these computer systems and keeps them apprised of changes and upgrades to asset database. Evaluates construction plans and sites to determine locating and mapping needs. May work outdoors to inspect and gather data related to various infrastructure assets, including but not limited to manholes, stormwater inlets, water valves, hydrants and street signs. Analyzes computer software needs of public works and makes recommendations in conjunction with IS department. Conveys information about Asset Management features tracked by Public Works and potentially other departments. Monitors system effectiveness, evaluate and recommend improvements in operations, systems, procedures, policies and methods pertaining to digitizing workflow information. Attends project demonstrations, seminar, workshops, and other professional opportunities to maintain the necessary level of OMS expertise. Maintain the Public Works Department webpage on the City website. Coordinates, oversees, and performs complex analytical work in such areas as budget and finance, public information and program evaluation. Conducts a variety of analytical and operations studies regarding departmental and programmatic activities; evaluates alternatives, makes recommendations and assists with the implementation of procedural, administrative and/or operations changes after approval. Researches, develops and writes a variety of reports. Conducts research, analyses findings and presents recommendations. Performs other duties as assigned. Customer Service Standards for Employees These standards are to ensure the organization is focused on providing high quality service to the public and other employees. Employees are expected to meet these standards as part of their job responsibilities. Communication Acknowledge customers when they enter a city facility by greeting them with a smile and positive tone of voice whether in person, on the phone or in email. Gather necessary information to assist the customer. Where possible, handle issues/questions/requests without transferring customer to someone else. Seek out answers to questions first; if unsuccessful provide name/contact information of someone who can assist. Listen, understand, and clarify to gain in depth understanding of the needs to ensure they are being met. Address difficult or contentious issues in a constructive manner. Be positive and enthusiastic when speaking with customers. Respect Be courteous and polite. Treat customers with dignity and respect. Understand customer's expectations and treat them as a priority. Actively listen and give customer undivided attention. Appreciate differing perspectives, opinions, and needs. Demonstrate integrity and build trust through credibility, reliability, commitment, and ethical behavior. Responsiveness Provide prompt and reliable service. Respond to phone/email as soon as possible. Follow through in a timely manner on commitments made to customers and provide estimated timeline for completion. Change voicemail and email when out of office/unavailable and provide alternate contact person for customers. Demonstrate a "can-do" approach. Exhibit problem-solving skills leading to sound judgment and quality decisions. Qualifications Education: Associate's degree in Computer Science, Information System Management, Geographic Information System (GIS), or related field. Bachelor's degree preferred. Experience: At least three (3) years of related, progressively responsible experience. -OR - An equivalent combination of education and experience. Required Certifications/Licenses: Requires valid driver license with a satisfactory driving record. Knowledge, Skills & Abilities Knowledge of asset management systems and their relationships to Graphical Information Systems (GIS) Knowledge of public works data and management systems including Cartegraph Operations Management System (OMS) Knowledge of quality control and quality assurance techniques related to OMS. Knowledge of GPS equipment and GIS mapping systems and their applications Knowledge of concepts and business application of person computer systems Knowledge of equipment, facilities, materials, methods and procedures used in public works systems. Knowledge of contemporary research techniques and resources; data analysis, reporting and presentation methods. Intermediate to advanced skill using Microsoft Office Suite programs. Ability to understand relationships and workflows in public works utilities. Ability to summarize and communicate steps used to derive OMS products. Ability to effectively research sources to keep current with development in the field of OMS. Ability to perform data entry and use word processing and spreadsheet programs. Ability to diagnose and analyze problems and recommend and / or institute a corrective action. Ability to read and interpret maps, aerial photographs, mapping coordinates, survey documents, legal documents containing boundary information, right-or-way information, and as-built documents. Ability to conduct field data collection and inspection. Ability to operate and maintain public works data management systems, GPS equipment and GIS databases. Ability to establish and maintain accurate and clear records, complete mapping process, and prepare reports. Ability to analyze and evaluate data, formulate proposals and implement computer system plans, Ability to provide effective training in the use of public works data management systems including Cartegraph. Ability to work independently in the absence of supervision, prioritizing multiple tasks to meet deadlines while maintain accuracy and attention to detail. Ability to gather data, conduct details analyses, write technical reports, and prepare and make presentations. Ability to communicate effectively both orally and in writing with diverse audiences. Ability to establish and maintain positive and effective working relationships. Ability to work as a positive and effective team member. Additional Information Work Environment: Employees primarily work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to potentially hazardous physical substances. Employees also work in the field and facilities and may be exposed to hot and cold temperatures, inclement weather conditions, loud noise levels, vibration, confining workspace, chemicals, mechanical and/or electrical hazards, and hazardous physical substances and fumes. Employees may interact with upset staff enforcing departmental policies and procedures. Physical Requirements: Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily an office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 50 pounds. Cognitive Functions: The position incumbent works in a fast-paced office environment characterized by frequent deadlines, interruptions, and complex decision making processes. The incumbent must be capable of working effectively with members of various city departments. Communications may be complex and challenging to convey. Work is performed mostly independently. Policies and procedures exist and to a large extent govern the execution of the work, but may require development of new policies or procedures. Tools/Equipment Used: City vehicle. General office equipment, including but not limited to: computer, printer, telephone, fax machine, and copy machine. Computer software including but not limited to word-processing, spreadsheet, financial, GIS, Cartegraph OMS and database programs. May use but is not limited to any of the following depending upon need: GPS equipment, rake, shovel, or a variety of other hand tools.