Project Record Coordinator (Transportation District Highway Operational Coordinator | 40 Hour

Job Title

Project Record Coordinator (Transportation District Highway Operational Coordinator)

CTDOT is seeking a Project Record Coordinator to maintain and coordinate all aspects of state/federal project paperwork, ensuring timeliness, accuracy, and compliance with force account recordkeeping procedures within District 1, Rocky Hill.

• State Employee Benefits Overview
• Professional growth and development opportunities
• Healthy work/life balance
• Work for an award‑winning agency (Employer of the Year, Women’s Transportation Seminar CT Employer of the Year 2024)

• Act as liaison for field personnel on project paperwork and force account recordkeeping questions
• Attend pre‑construction meetings with contractors to advise on compliance and answer questions
• Maintain project files to ensure costs align with funding and prevent overrun
• Ensure all project record requirements are met and audit project books for accuracy and compliance
• Close out projects upon field completion of work
• Back up Radio Room Operator with communications, radio and phone calls, and dissemination of road hazards to field teams
• Coordinate and report storm center staff during storms
• Support emergency and storm response operations as needed
• Perform snow removal operations and general facility maintenance tasks (mowing, snow removal, grounds upkeep)

• Work independently after training, without direct supervision
• Stay at work for the duration of storms, including holidays and weekends; emergency overtime, snow and ice removal assignments mandatory
• Location assignments determined by agency leadership depending on operational needs

Monday – Friday, Full‑time (40 hours per week), First shift (7:30 AM – 4:00 PM), On‑site in Rocky Hill, CT.

Three (3) years of general clerical work experience.

Two (2) years of administrative support or recordkeeping specific to highway, bridge, or roadway maintenance, construction or repair operations.

Three (3) years of general maintenance support experience with substantial clerical duties may substitute for general experience.

• Experience using Microsoft Office suite (Outlook, Word, Excel, SharePoint, One Drive, PowerPoint), STAR, CORE‑CT computer programs
• Experience reviewing and maintaining state/federal project files for accuracy in reporting hours, manpower, equipment, material use and expenditures, including proper signatures, charges, and notations
• Ability to work independently without direct supervision
• Strong written and oral communication skills
• Experience maintaining records, problem solving, researching information
• Experience preparing purchase orders, purchase requisitions and receiving reports

• May be required to possess and retain current licenses, permits and/or certifications
• Must be willing to accept assignment to emergency duties, including snow and ice removal whenever needed

Must have adequate physical strength, stamina, agility and visual and auditory acuity, able to lift moderate weights, endure extreme weather. Physical examination may be required.

Exposure to extreme weather, lifting moderate weights, poison ivy, insect bites, allergy irritants summer months, dangerous traffic conditions, loud machinery.

The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.

As defined by Sec. 5‑196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes. A job class is not meant to be all‑inclusive of every task or responsibility.