Special Projects Coordinator

City of Bloomington; Bloomington (IN); On-site; USD 65,000 - 95,000; Full time

Job summary

The City of Bloomington seeks an experienced project coordinator to lead strategic public works initiatives across Street, Fleet, and Sanitation divisions. You will manage schedules, engage stakeholders, and communicate with the Deputy Director and city leadership to improve service delivery and community understanding.

Responsibilities include coordinating with contractors, developing engagement plans, tracking progress, and supporting technology and process improvements to increase efficiency

Qualifications

• Bachelor's degree in public administration, business, communications, project management, public policy, urban planning, or related field.
• Minimum three years coordinating projects, programs, operations, or public-sector initiatives.
• Ability to manage multiple projects, deadlines, and priorities.
• Strong organizational and problem-solving skills.
• Clear written and verbal communication for technical topics to diverse audiences.

Responsibilities

• Coordinates special projects and operational initiatives for multiple divisions through planning to implementation.
• Provides project management support, including tracking schedules, deliverables, meetings, decisions, and follow-up.
• Collaborates with contractors, vendors, and city staff to support project delivery and minimize community impact.
• Develops and communicates engagement plans, FAQs, notices, and presentations to improve public understanding and reduce inquiries.
• Coordinates stakeholder outreach and incorporates feedback into planning and execution.
• Supports modernization and process-improvement initiatives to enhance efficiency and customer service.
• Tracks schedules, performance, and outstanding issues for contracts and programs.
• Prepares reports and briefing materials for leadership and public audiences.
• Participates in cross-departmental teams and acts as a resource for operational needs.

Skills

Project coordination

Public engagement

Stakeholder management

Verbal communication

Written communication

Education

Bachelor's degree in Public Administration

Bachelor's degree in Business Administration

Bachelor's degree in Communications

Bachelor's degree in Project Management

Bachelor's degree in Urban Planning

Tools

Google Workspace

Project tracking software

Job description

Leads project management and coordination for Public Works special projects and operational initiatives, supporting the Deputy Director and Street, Fleet Maintenance, and Sanitation Divisions. Develops proactive communications to improve public understanding. Supports modernization, technology, and process improvement initiatives that enhance operational efficiency, service delivery, and customer experience.

This job description is illustrative only and is not a comprehensive listing of all job functions performed. The following are essential duties for this position, performed with or without reasonable accommodation:

Essential (primary)

• Coordinates special projects and operational initiatives for the Street, Fleet Maintenance, and Sanitation Divisions, from planning through implementation.
• Provides project management support to the Deputy Director, including tracking schedules, deliverables, meetings, decisions, and follow-up.
• Coordinates with contractors, consultants, vendors, City staff, and the Right-of-Way Use and Permit Team on project schedules, sequencing, Maintenance of Traffic (MOT), Temporary Traffic Control (TTC) plans, permits, and other logistics to support effective project delivery and minimize community impacts.
• Develops proactive communication and engagement plans for Public Works projects, programs, policies, and service changes, including FAQs, public notices, website content, presentations, and other materials to improve public understanding, reduce Customer Service calls and emails, and lessen uReports.
• Coordinates stakeholder outreach, including meetings, focus groups, and other engagement activities, and incorporates feedback into project planning and implementation.
• Supports modernization, technology, and process-improvement initiatives that increase operational efficiency, improve information flow, and enhance customer service, including the inRoads City application.
• Supports operational contracts and programs by tracking schedules, deliverables, performance, and outstanding issues.
• Researches issues and prepares reports, presentations, briefing materials, recommendations, and other information for the Deputy Director, Director, City leadership, elected officials, boards and commissions, and the public.
• Participates in departmental and interdepartmental working groups and project teams and serves as a resource to the Deputy Director and division leadership on emerging operational needs and special assignments.
• Maintains project documentation and assists with grants, data collection, reporting, and other administrative activities as assigned.

Non-Essential (secondary)

• Drafts or reviews correspondence, reports, presentations, policies, procedures, and other documents.
• Attends professional meetings, workshops, conferences, and training opportunities.
• Performs related duties as assigned.

Minimum knowledge equivalent to a bachelor’s degree in public administration, Business Administration, Communications, Project Management, Public Policy, Urban Planning, or a related field.

Minimum experience equivalent to three years coordinating projects, programs, communications, operations, public engagement, and public-sector initiatives.

Ability to manage multiple projects, deadlines, and priorities.

Strong organizational and problem-solving skills.

Ability to develop clear written and verbal communications for technical and operational topics and a variety of audiences.

Ability to establish effective working relationships with City staff, contractors, consultants, vendors, community members, businesses, and other stakeholders.

Proficiency with Google Suite as well as project tracking, data management, or related software.

Knowledge of municipal operations, public works, construction, transportation, sanitation, fleet, or related services preferred.

Ability to operate a motor vehicle.

Difficulty of Work

Work is performed in office and field settings and involves multiple projects and operational priorities with varying deadlines and complexity.

Working in the field includes exposure to all types of weather with long periods of standing or walking.

The position requires strong organization, attention to detail, initiative, and the ability to manage competing priorities. Incumbent must gather and synthesize information, identify project needs, track progress, anticipate issues, and develop practical solutions.

Work frequently involves projects that may affect residents, businesses, traffic, neighborhoods, contractors, and other stakeholders. Incumbent must exercise sound judgment and professionalism when addressing technical, operational, or potentially disruptive issues.

Independent judgment is used within established policies and procedures. Incumbent is expected to anticipate project and communication needs, recommend solutions, and appropriately elevate matters requiring higher-level decision-making.

May require occasional evening or weekend work to support public meetings, project activities, emergency operations, or other departmental needs.

Personal Work Relationships

Position maintains frequent contact with the Deputy Director, Director of Public Works, division managers and supervisors, Public Works staff, City department heads and staff, contractors, consultants, vendors, residents, businesses, neighborhood organizations, community groups, and other stakeholders. Contacts are made to advance projects, exchange information, resolve issues, coordinate schedules and deliverables, support operational initiatives, and provide clear information about Public Works programs and services. The position works across divisions and departments and serves as a project resource connecting operational staff, project partners, and the community.