Management Support Specialist - Engineering

Management Support Specialist

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.

Essential Job Functions

1. Customer Service / Public Interface

1. Serves as a primary point of contact for the Engineering Division, responding to inquiries from the public, developers, contractors, and internal staff.
2. Provides information regarding development review processes, permitting requirements, engineering standards, and capital projects.
3. Routes inquiries and applications to appropriate engineering staff and coordinates follow-up.
4. Assists in resolving customer concerns related to development review, construction impacts, and capital projects.

2. Development Review and Permitting Support

1. Coordinates intake and tracking of development applications, including site development permits, public improvement plans, and related submittals.
2. Maintains permitting logs and tracking systems to ensure timely review and compliance with established timelines.
3. Assists engineering staff with plan review coordination, comment compilation, and communication with applicants.
4. Prepares correspondence, conditions of approval, and permit-related documentation.
5. Coordinates with Community Development, and other departments to ensure consistent and efficient review processes.

3. Capital Project and Contract Administrative Support

1. Provides administrative support for capital improvement projects, including project tracking, scheduling, and documentation.
2. Assists with preparation of contracts, task orders, and amendments; tracks execution and compliance.
3. Maintains project files, including plans, specifications, reports, and correspondence.
4. Supports bidding and procurement processes, including preparation of bid documents, tracking addenda, and coordination of bid openings.
5. Assists with construction administration documentation, including pay estimates, change orders, and project closeout materials.

4. Financial and Administrative Support

1. Assists in preparation and monitoring of Engineering Division budgets and capital project budgets.
2. Processes purchase orders, invoices, and payment tracking related to engineering services and construction projects.
3. Tracks expenditures, funding sources (e.g., SDCs, grants, utility funds), and project budgets.
4. Supports grant administration activities, including documentation and reporting requirements.

5. Records Management and Reporting

1. Develops and maintains organized filing systems for development permits, capital projects, and engineering records (electronic and physical).
2. Coordinates document management for plans, easements, legal documents, and project records.
3. Assists in preparation of staff reports, presentations, and technical documents for City Council, Planning Commission, and other bodies.
4. Conducts research and compiles data to support engineering studies, reports, and decision-making.

6. Coordination and Program Support

1. Coordinates meetings, schedules, and communications for engineering staff, project teams, and external stakeholders.
2. Supports interagency coordination with organizations such as ODOT, DEQ, utilities, and consultants.
3. Assists with public outreach materials related to capital projects and infrastructure improvements.
4. 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.

Qualifications

Required Qualifications: Any equivalent combination of education and experience which provides the knowledge, skills, and abilities required to perform the duties as described. A typical way to qualify would be a high school degree and at least one year of technical training in a related field and at least two (2) years of related experience. This position also requires knowledge of:

• General office procedures and office equipment.
• Word processing, spreadsheet, and database programs for correspondence, reports, and information management.
• Public relations techniques to work effectively with customers in person or by telephone.
• Electronic and manual filing and record keeping systems.
• Principals and procedures of financial record keeping and reporting, basic accounts payable, and purchasing.
• Basic math and business writing

Skill and Ability to:

• Provide strong communication and customer service.
• Compose, draft and edit business correspondence and reports.
• Read and interpret policies, procedures and regulations.
• Bill and collect accounts receivable.
• Write, edit, design, produce and disseminate communication materials using a variety of formats.
• Exemplify traits that reflect the City's culture, including integrity, a customer service orientation, cultural competency, trustworthiness, flexibility and a willingness to change.

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 repair machines 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 to newly 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.