Project Coordinator

City of Racine; Hall (WA); On-site; USD 38,000 - 52,000; Full time

Job summary

City of Racine is seeking an organized and proactive administrative professional to support Tax Increment District initiatives and related homeownership programs within the Department of City Development. You will handle intake, processing, mailings, and outreach for TID applications while coordinating with the Finance Department for payments and records.

The role requires strong MS Office skills, familiarity with municipal software, and reliable, detail-oriented service to residents,

Qualifications

• High school diploma or equivalent.
• 3 years of entry level customer service.
• Ability to become a public notary.
• Combination of education and experience from which the candidate attained the necessary knowledge, skills, and abilities can be considered for the position.

Responsibilities

• Administer homeowner Tax Increment District (TID) programs, including application intake and processing; responding to applicant, homeowner, and contractor inquiries; compiling and preparing program data; reviewing submitted documentation; coordinating contract preparation, routing, and execution; scheduling and coordinating inspections; maintaining program records; and conducting required mailings and outreach.
• Process applications and assist with down payment assistance, homeownership, and other incentive programs administered by the Department, including application intake and processing; responding to inquiries; compiling and preparing data; reviewing required documentation; coordinating contracts and signings; scheduling inspections; maintaining program records; and conducting mailings and outreach.
• Provide administrative support for commercial TID activities, including assisting with tracking development agreements, payment requests, project requirements, and communications with developers regarding project issues or outstanding requirements. Collect, organize, and maintain performance tracking information and coordinate payment schedules and related documentation with the Finance Department.
• Provide administrative and program support for City and departmental initiatives, including neighborhood improvement and revitalization efforts such as the Clean Sweep Program. Assist with project coordination, resident and contractor communication, scheduling, outreach, documentation, tracking, and other activities necessary to support successful implementation.
• Develop departmental graphics and informational materials, including mailings, social media graphics, website content and layouts, pamphlets, flyers, handouts, and other promotional or informational materials as assigned.
• Provide administrative support to Department operations, including scheduling meetings, ordering supplies, coordinating mailings and print orders, and communicating with the Department of Customer Service, City Clerk’s Office, other City departments, and outside organizations as necessary.
• Respond to inquiries and requests from the public, contractors, developers, and other stakeholders, providing information and assistance with routine questions by telephone, email, and in person and routing more complex matters to the appropriate staff member.
• Process financial transactions using MUNIS Financial Software, including initiating requisitions, processing invoices, requesting checks, and maintaining supporting documentation as required.
• Cross-train and maintain a working knowledge of the functions and responsibilities of the Department’s divisions in order to respond to general inquiries and accurately route requests to the appropriate division or staff member.
• Provide administrative and program support to other Department divisions and assist with special projects, programs, events, and City initiatives as assigned by the Tax Increment Districts Manager, Department Leadership, or other designated supervisory staff.
• Perform other related duties as assigned consistent with the responsibilities and functions of the position.

Skills

Organizational skills

Multi-tasking

Critical thinking

Customer service

Discretion

Microsoft Office

Legistar

City Works

MUNIS

Public notary

Education

High school diploma

Notary certification

Tools

Legistar

City Works

MUNIS

Job description

INTRODUCTION:

The Department of City Development actively works to enhance the community by expanding the tax base, attracting employment opportunities, improving the City’s housing stock and the quality of life for its citizens.

POSITION PURPOSE:

Within the Department of City Development, under the direction of the Tax Increment Districts Manager, this position provides processing, administrative, and program support functions related to Tax Increment District (TID) programs, the administration of down payment and homeownership programs, and other City and departmental initiatives, including neighborhood improvement and revitalization efforts such as the Clean Sweep Program.

• Administer homeowner Tax Increment District (TID) programs, including application intake and processing; responding to applicant, homeowner, and contractor inquiries; compiling and preparing program data; reviewing submitted documentation; coordinating contract preparation, routing, and execution; scheduling and coordinating inspections; maintaining program records; and conducting required mailings and outreach.
• Process applications and assist with down payment assistance, homeownership, and other incentive programs administered by the Department, including application intake and processing; responding to inquiries; compiling and preparing data; reviewing required documentation; coordinating contracts and signings; scheduling inspections; maintaining program records; and conducting mailings and outreach.
• Provide administrative support for commercial TID activities, including assisting with tracking development agreements, payment requests, project requirements, and communications with developers regarding project issues or outstanding requirements. Collect, organize, and maintain performance tracking information and coordinate payment schedules and related documentation with the Finance Department.
• Provide administrative and program support for City and departmental initiatives, including neighborhood improvement and revitalization efforts such as the Clean Sweep Program. Assist with project coordination, resident and contractor communication, scheduling, outreach, documentation, tracking, and other activities necessary to support successful implementation.
• Develop departmental graphics and informational materials, including mailings, social media graphics, website content and layouts, pamphlets, flyers, handouts, and other promotional or informational materials as assigned.
• Provide administrative support to Department operations, including scheduling meetings, ordering supplies, coordinating mailings and print orders, and communicating with the Department of Customer Service, City Clerk’s Office, other City departments, and outside organizations as necessary.
• Respond to inquiries and requests from the public, contractors, developers, and other stakeholders, providing information and assistance with routine questions by telephone, email, and in person and routing more complex matters to the appropriate staff member.
• Process financial transactions using MUNIS Financial Software, including initiating requisitions, processing invoices, requesting checks, and maintaining supporting documentation as required.
• Cross-train and maintain a working knowledge of the functions and responsibilities of the Department’s divisions in order to respond to general inquiries and accurately route requests to the appropriate division or staff member.
• Provide administrative and program support to other Department divisions and assist with special projects, programs, events, and City initiatives as assigned by the Tax Increment Districts Manager, Department Leadership, or other designated supervisory staff.
• Perform other related duties as assigned consistent with the responsibilities and functions of the position.

Knowledge, Skills, and Abilities Required

• Well organized and the ability to multi-task.
• Critical thinking, quick processing of complex situations, and problem-solving skills.
• Ability to become familiar with department functions, policies, procedures, and the department's relationship with other City departments and the City’s overall operation.
• Ability to exercise discretion regarding matters that may be sensitive or confidential, such as information on applications and other inquiries.
• Ability to use professional soft skills daily to help external and internal customers.
• Working knowledge of Legistar Legislative Management Software, City Works Software and MUNIS Finance Software within 90 days of appointment.
• Working and proficient knowledge of Microsoft Office programs (Word, Outlook, Excel, PowerPoint, OneNote), plus the ability to create forms, templates, and office documents.
• Ability to establish effective working relationships with the public and colleagues through the exercise of good judgment, courtesy, and tact.
• Ability to learn and answer involved questions regarding departmental operations and procedures.
• Ability to understand, follow, and remember involved written and oral instructions, policies, and procedures, while performing tasks effectively and maintaining a high level of accuracy and attention to detail.
• Maintain a professional appearance, positive work ethic, and pleasant disposition towards all.
• Maintain a consistent, punctual, and reliable attendance record.
• Provide exemplary customer service to internal and external customers.
• Become an active and productive team member.
• Respect for your team and the diversity of its members.

Minimum Qualifications

• High school degree or equivalent
• 3 years of entry level customer service
• Ability to become a public notary
• A combination of education and experience from which the candidate attained the necessary knowledge, skills, and abilities can be considered for the position.

Preferred Qualifications

• Five (5)+ years of customer service experience
• Knowledge of Governmental operations
• Knowledge of basic construction principles and elements of a house
• Knowledge of basic accounting and financial practices
• Website design and content management
• Experience in managing social media accounts
• Understanding of graphic design principles and practices
• Ability to read, speak, and write in Spanish

The City of Racine is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.