Accreditation Coordinator (Coordinator II - CPPW)

City-of-Portland,-Oregon; Portland (OR); Hybrid; USD 65,000 - 85,000; Full time

Job summary

The Portland Bureau of Transportation is seeking a Coordinator to help plan, schedule, and coordinate the division’s workload across Maintenance Operations and Streets. This essential role requires organizing work plans, tracking progress, and communicating with stakeholders to keep projects moving and safe.

You will support APWA accreditation efforts, maintain records of labor and materials, and assist with quarterly work plans while providing high-quality customer service to internal teams and

Qualifications

• Knowledge of public works service areas, maintenance operations, and related processes.
• Ability to exercise independent judgement and take initiative within procedures.
• Experience providing responsive customer service and clear communication to diverse stakeholders.
• Experience using multiple database systems, including MS Office 365, specialized work-order software, and ticketing tools.
• Clear written and verbal communication skills for reports and correspondence.

Responsibilities

• Coordinate planning and scheduling for division work programs and ensure work orders move efficiently.
• Organize and track work plans, communicate with stakeholders, and identify corrective actions.
• Support and implement strategies for moderate to complex programs and projects.
• Provide high quality customer service to partners across PBOT, BES, Water, Parks, Fire & Rescue, the Mayor’s Office, and internal Maintenance Operations teams.
• Work with Supervisors to develop quarterly work plans, set priorities, and ensure timely approval and closure of work orders.
• Maintain accurate records of labor, materials, and work order updates.
• Collaborate with teams to find creative solutions that support City goals.
• Promote a culture of safety and professionalism in all work activities.
• Lead coordination for APWA Accreditation, including SOPs, SME input, research, and documentation.
• Manage APWA accreditation software, updating and submitting documents, tracking requirements, and monitoring progress.
• Schedule and coordinate meetings, connect project participants with needed resources, and support agenda development.

Skills

Public works knowledge

Independent judgement

Customer service

Database systems (MS Office 365)

Zendesk

TrackIT

Tools

Zendesk

TrackIT

MS Office 365

Job description

Job Appointment: Limited Duration

Work Schedule: Monday – Thursday, 6AM-3:30PM, alternating Friday’s off, working Friday 6AM-2:30PM

Work Location: In person, Maintenance Operations 2929 N Kerby Ave, Portland. Hybrid schedule option upon successfully passing 9-month probationary period. Remote work must be performed within Oregon or Washington.

Benefits: Please check our benefits tab for an overview of benefit for this position

Language Pay Premium Eligible: This position is or may be eligible for Language Pay Differential qualifying employees (Classifications identified as eligible use “This Position is”, all other classifications use “This position may be”. This must be included on all announcements.)

Union Representation: City of Portland Professional Workers Union, CPPW. To view this labor agreement.

Application Material:

Note: Do not include your age, date of birth, or the dates you attended or graduated from school. Only provide this information if it is specifically requested to meet job requirements or to follow federal, state, or local laws or rules.

Three positions: two permanent regular and one limited-duration. Persons appointed to limited term positions will be designated as limited duration employees whose appointment shall not exceed two (2) years except for the extension of grants or funding from outside sources.

Positions Summary

Coordinators are an essential part of the Maintenance Operation’s Divisions. These positions are key to planning, scheduling, and coordinating a large volume of the division’s dynamic workload. They utilize task and resource management to prioritize and shift work efforts accordingly in response to unplanned changes in daily, weekly, and monthly work plans. This position is considered essential and may have to report, in person, during emergent events.

What you'll get to do:

• Coordinate planning and scheduling for division work programs, ensuring work orders move efficiently and issues are addressed quickly.
• Organize and track work plans, communicate with stakeholders, and identify opportunities for corrective action.
• Support and implement strategies for moderate to complex programs and projects.
• Provide high quality customer service to partners across PBOT, BES, Water, Parks, Fire & Rescue, the Mayor’s Office, and internal Maintenance Operations teams.
• Work with Supervisors to develop quarterly work plans, set priorities, and ensure timely approval and closure of work orders.
• Maintain accurate records of labor, materials, and work order updates.
• Collaborate with teams to find creative solutions that support City goals.
• Promote a culture of safety and professionalism in all work activities.
• Lead coordination for PBOT’s American Public Works Association (APWA) Accreditation, including writing SOPs, gathering information from SMEs, conducting research, and managing documentation.
• Manage APWA accreditation software, updating and submitting documents, tracking requirements, and monitoring progress. Support efforts in collaboration with various Public Works Service Area Bureaus.
• Schedule and coordinate meetings, connect project participants with needed resources, and support agenda development.

Who you are:

• Decision Maker: You are a strong decision maker, able to arrive at independent decisions to authorize and coordinate the prioritization of work.
• Organized: You have a keen attention to detail, providing a high level of resource management while maintaining accurate records, an aptitude for continuous improvement, and you excel at change management. You’ve demonstrated the ability to remain flexible, agile, and calm in a high-paced environment that relies on quick and stable decision-making.
• Problem Solver: You can identify problems early and value collaboration. You utilize active listening, effective communication, and facilitation skills in working with others to find resolutions.
• Authentic: You treat community members, co-workers, and employees with respect and are accountable.
• Dedicated: Have a passion for public service and hold a high level of pride in making sure that projects, tasks, and emergencies are effectively and efficiently completed.
• Team Player: An outgoing professional who values building trust, partnerships, and relationships to accomplish objectives more effectively for the team.

About the Divisions:

Operations Division

This section of the Operations Division performs street sweeping, vegetation management, removal of debris blocking the right-of-way, brush cutting, bike lane cleaning, leaf season and anti-icing program, greenspace management, and traffic island maintenance. Programs vary based on weather seasonality.

Street Systems Division

With approximately 100 employees, the team provides essential maintenance and repair services for the City’s 4,800 miles of roadways. The division is responsible for a variety of roadway programs, such as large paving projects to filling potholes. We collaborate with various Public Works Service Area Bureaus paving back their water/sewer/storm trenches. In addition, the division is integral to operationalizing small capital safety projects and supporting the ADA curb ramp program.

About the Bureau:

The Portland Bureau of Transportation is a community partner in shaping a livable city. We plan, build, manage, and maintain an effective and safe transportation system that provides people and businesses access and mobility. We keep Portland moving. For more information about the Portland Bureau of Transportation, please visit Transportation | Portland.gov.

Have a question?

Contact Information:

Terrol Johnson, Senior Recruiter

Bureau of Human Resources

[e-mail]

Applicants must specifically address and demonstrate in their supplemental question responses and resume how their education, training and/or experience, meets each of the following minimum qualifications:

1. Knowledge of public works service areas, specifically maintenance operations.
2. Skill exercising independent judgement, problem-solve, and take initiative within established procedures and guidelines.
3. Experience providing responsive customer service and communication to a variety of technical and non-technical stakeholders with minimal supervision.
4. Experience utilizing multiple database systems, including standard business applications e.g., MS Office 365, specialized software for work order/asset management, and online ticket reporting software (Zendesk, TrackIT).
5. Ability to communicate clearly and effectively in writing and verbally, including preparing concise, well-organized reports, correspondence, and other documents.

Applicant must also possess:

• A valid driver’s license and acceptable driving record (required for site visits, project oversight)

Although Not Required, you may have:

• Completed Incident Command System (ICS) 100, 200 and 700 FEMA courses.

An Equal Opportunity Employer