Communications and Admin Manager - Engineering

Job Description

Job Description

The City of Birmingam (EOE), is accepting applications for the Communications and Administrative Services Manager in the Engineering Department. This position plays a critical role in ensuring transparent communication with the public, efficient administrative operations, accurate financial management, and effective coordination of the City's engineering and infrastructure programs. This position serves as the primary liaison between the Engineering Department, residents, contractors, elected officials, the City's communications team and other stakeholders by providing timely communication regarding infrastructure and capital improvement projects. The position also oversees contractor invoicing and payment processing, maintains department records and website content, coordinates responses to Freedom of Information Act (FOIA) requests, and supports the administrative functions necessary for the successful delivery of municipal engineering services.

Essential Duties and Responsibilities

• Develop and implement communication strategies to inform residents, businesses, and stakeholders about roadway, utility, and infrastructure projects.
• Prepare public notices, website updates, project fact sheets, and other public information materials and send to City communications team for review and approval.
• Coordinate public outreach efforts, public meetings, open houses, and project communications with the City's communications team.
• Prepare and/or edit City staff reports for submission to the City Commission to assist both the Engineering Director and Deputy Engineering Director
• Respond to inquiries from residents, businesses, media representatives, and elected officials regarding engineering projects and departmental activities.
• Maintain and update the Engineering Department's website, project information pages, maps, schedules, and online resources.
• Prepare, review, and process contractor invoices, progress payments, purchase orders, and payment requests in accordance with City policies and construction contracts.
• Coordinate with contractors, consultants, finance staff, and project managers to ensure timely payment processing and accurate financial documentation.
• Maintain financial records for capital improvement projects, grants, and departmental expenditures.
• Track project budgets, expenditures, and payment status for multiple construction projects.
• Coordinate and prepare responses to Freedom of Information Act (FOIA) requests in accordance with applicable laws and City policies.
• Maintain departmental records, contracts, correspondence, reports, permits, and project documentation.
• Assist with bid openings, contract administration, document preparation, and procurement activities.
• Prepare reports, presentations, agendas, meeting minutes, and correspondence for City Commission, boards, commissions, and department leadership.
• Coordinate administrative support functions for engineering staff and construction management activities.
• Recommend and implement improvements to administrative procedures, communication practices, and customer service processes.
• Provide administrative support for emergency response and public infrastructure incidents as needed.
• Perform other related duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of municipal government operations and public works or engineering administration.
• Strong written and verbal communication skills, including the ability to communicate complex technical information to the public in a clear and understandable manner.
• Experience preparing public communications, presentations, and informational materials.
• Knowledge of contractor invoicing, payment processing, and municipal financial procedures.
• Familiarity with public records management and Freedom of Information Act (FOIA) requirements.
• Excellent organizational, project management, and multitasking skills.
• Ability to manage multiple priorities while meeting deadlines.
• Strong customer service and interpersonal skills.
• Proficiency with Microsoft Office Suite, website content management systems (CMS), financial software, and document management systems.
• Ability to establish and maintain effective working relationships with City staff, contractors, consultants, elected officials, media representatives, and the public.

Minimum Qualifications

• Bachelor's degree in Public Administration, Communications, Business Administration, Marketing, Journalism, Construction Management, or a related field.
• Five (5) years of progressively responsible experience in municipal administration, public communications, engineering administration, public works, finance, or a closely related field.
• Experience with public communications, contractor payment processing, and administrative support in a governmental or engineering environment.
• Valid driver's license.

Preferred Qualifications

• Experience working in a municipal Engineering or Public Works Department.
• Knowledge of municipal procurement, contract administration, and capital improvement programs.
• Experience with website management and content management systems.
• Familiarity with GIS mapping, project management software, or financial management systems.
• Experience coordinating public engagement and media relations for infrastructure projects.

Working Conditions

• Primarily performed in an office environment with periodic visits to construction sites and public meetings.
• Frequent interaction with residents, contractors, consultants, elected officials, and City staff.
• Occasional evening meetings or emergency communications outside normal business hours may be required.
• Requires the ability to manage multiple deadlines while maintaining accuracy and professionalism.