Complete Description:
The purpose of this Statement of Work is to obtain services of a GIS Project Coordinator as consultant to provide on-site Project Coordination support to the OCTO GIS Systems team for various projects. The work effort associated with this position would include but not be limited to:
Responsibilities included: Manage accrual accounting for multiple GIS projects, track project progress, review invoices, coordinate and document meetings, manage official correspondence with contractors, provided support to the GIS steering committee, manage vendor relations/inquires and notified the GIS Manager when project/contract problems arise.
1. Time Keeping, Personnel Management, Contractor Management:
a. Process Contractor and FTE Time Sheets accurately and in a timely manner.
b. Report to manager on employees with unexcused tardiness or absences.
c. Never miss a PASS or PeopleSoft deadline.
d. Assist manager in processing reviews/performance plans and People click.
e. Assist manager with Master lease milestone reports.
2. Maintain DC GIS Biweekly Status Reports:
a. Maintain and track the Biweekly Status Report to insure the effectiveness of the Biweekly Staff Meetings and delivery to clients.
b. Contact managers in advance for updates prior to Biweekly Staff Meetings - then update Status Report with current updates and keep history of our Status Reports.
3. Customer Service and DC GIS Team Coordination:
a. Provide excellent customer service (Vendors and Agencies)
b. Organize DC GIS staff and other meetings
c. Assist with communications with DC GIS Steering Committee, agencies and vendors.
4. GIS Requisitions & PO:
a. Tracking All GIS Requisitions, POs and People Click request in the PASS System.
b. Attending the PASS Meetings when necessary.
c. Assist in the tracking of all DC GIS expenditures and balances by account and phase with reports ran by our PFM.
d. Assist with ensuring that all local money is obligated and invoiced by end of fiscal year.
5. Maintaining GIS Calendar and Schedule:
a. Keeping GIS Manager's calendar and schedule organized, scheduling meetings, conference room reservations, reviewing e-mails and coordinating as necessary.
6. New hire orientation and orientation packet for FTEs and Contractors to include:
a. Phone / cell phone
b. Email address
c. Standard Voicemail Script
d. Map for area restaurants
e. Contact List (Group)
f. OCTO Org Chart
g. Newsletter – Gove Delivery
h. Gym
i. Facilities issues – contact person
7. Travel Coordination and arrangements:
a. Assemble travel packages for agency approval
b. Reserve hotel rooms as necessary
c. Register for events and conferences as necessary
d. Complete all necessary paperwork and follow all procedures to ensure travel is successful
e. Track and submit all receipts and charges for re-imbursements
8. Other Duties as assigned
Requirements:
Administrative support functions, including data entry, plan tracking, and basic task assignments.
• Bachelor’s degree with 8 years of experience or 14 years equivalent job experience
• 2 years District Government Administration experience is highly desired
• Excellent dictation, typing and writing skills
• Computer Software skills are required and include:
o Microsoft Office 2010 – Word, Excel, PowerPoint, Outlook
• Computer and system skills are highly desired and include:
o DC Procurement Automated Support System (PASS)
o DC Time/Performance/Benefits (PeopleSoft)
o DC Self-Service Ticketing System (RemedyForce)
o DC Online Conference calls and Meetings (WebEx)
o DC HealthHub
o DC QuickBase
• Well Organized
• People skills including verbal and written communication
• Desire to work in fast-paced cutting edge IT and computer group
• Ability to work independently and collaboratively with a team environment
• Timely, reliable, and consistent
Skills:
Skill
Required / Desired
Amount
of Experience
Expertise Rating
Support staff in project based work (special assignments, etc)
Required
4
Years
2 - Proficient
Exp. in setting up agendas & arrange for committee, board, and other mtgs
Required
4
Years
2 - Proficient
Exp. in compiling, transcribing, and distributing minutes of meetings
Required
4
Years
2 - Proficient
Exp coordinating & direct all office services (records, budget prep, etc.)
Required
4
Years
3 - Expert
Set up & oversee Project policies and procedures for office &/or program
Required
4
Years
2 - Proficient
Microsoft Office skills – Word, Excel, Access, PowerPoint
Required
8
Years
3 - Expert
Exp. in meeting with individuals, groups, others on behalf of proj. manager
Required
4
Years
2 - Proficient
Exp. in analyzing, prioritizing & distributing incoming memos, docs
Required
4
Years
3 - Expert
Bachelor's Degree
Required
4
Years
2 - Proficient
DC Procurement Automated Support System (PASS)
Highly desired
2
Years
2 - Proficient
DC Time/Performance/Benefits (PeopleSoft)
Highly desired
2
Years
2 - Proficient
DC Self-Service Ticketing System (RemedyForce)
Highly desired
2
Years
2 - Proficient
DC Online Conference calls and Meetings (WebEx)
Highly desired
2
Years
2 - Proficient
DC HealthHub
Highly desired
2
Years
2 - Proficient
DC QuickBase
Highly desired