Management Support Specialist - Engineering Job McMinnville area,Oregon USA,Engineering

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.

1.

Customer Service / Public Interface

Serves as a primary point of contact for the Engineering Division, responding to inquiries from the public, developers, contractors, and internal staff.

Provides information regarding development review processes, permitting requirements, engineering standards, and capital projects.

Routes inquiries and applications to appropriate engineering staff and coordinates follow‑up.

Assists in resolving customer concerns related to development review, construction impacts, and capital projects.

2. Development Review and Permitting Support

Coordinates intake and tracking of development applications, including site development permits, public improvement plans, and related submittals.

Maintains permitting logs and tracking systems to ensure timely review and compliance with established timelines.

Assists engineering staff with plan review coordination, comment compilation, and communication with applicants.

Prepares correspondence, conditions of approval, and permit‑related documentation.

Coordinates with Community Development, and other departments to ensure consistent and efficient review processes.

3. Capital Project and Contract Administrative Support

Provides administrative support for capital improvement projects, including project tracking, scheduling, and documentation.

Assists with preparation of contracts, task orders, and amendments; tracks execution and compliance.

Maintains project files, including plans, specifications, reports, and correspondence.

Supports bidding and procurement processes, including preparation of bid documents, tracking addenda, and coordination of bid openings.

Assists with construction administration documentation, including pay estimates, change orders, and project closeout materials.

4. Financial and Administrative Support

Assists in preparation and monitoring of Engineering Division budgets and capital project budgets.

Processes purchase orders, invoices, and payment tracking related to engineering services and construction projects.

Tracks expenditures, funding sources (e.g., SDCs, grants, utility funds), and project budgets.

Supports grant administration activities, including documentation and reporting requirements.

5. Records Management and Reporting

Develops and maintains organized filing systems for development permits, capital projects, and engineering records (electronic and physical).

Coordinates document management for plans, easements, legal documents, and project records.

Assists in preparation of staff reports, presentations, and technical documents for City Council, Planning Commission, and other bodies.

Conducts research and compiles data to support engineering studies, reports, and decision‑making.

6. Coordination and Program Support

Coordinates meetings, schedules, and communications for engineering staff, project teams, and external stakeholders.

Supports interagency coordination with organizations such as ODOT, DEQ, utilities, and consultants.

Assists with public outreach materials related to capital projects and infrastructure improvements.

Participates in division, department, and citywide initiatives and committees as assigned.

GENERAL JOB FUNCTIONS

Establish and maintain effective working relationships…