Scalehouse Operations Coordinator

Under the general direction of the Director of Operations or designee, performs responsible administrative, financial, and operational coordination work in support of scalehouse operations. Oversees and performs weighing activities, revenue collection and reconciliation functions, ensuring compliance with established fee schedules, internal controls, and regulatory requirements. Coordinates recordkeeping, reporting, and customer interactions while ensuring adherence to established procedures, fee schedules and safety protocols.

Exercises independent judgment in resolving routine operational and financial issues.

• Manages daily scalehouse operations, including weighing, ticketing, and classification of materials.
• Calculates charges based on weight, material type and established fee schedules.
• Ensures accurate application of fees and proper processing of all transactions.
• Monitors traffic flow and operational efficiency to support safe and effective site operations.
• Collect payments including cash, checks, and electronic transactions.
• Performs daily reconciliation of receipts against scale system reports; investigates and resolves discrepancies.
• Prepares and submits deposits and revenue reports in accordance with City financial procedures.
• Maintains accurate financial records and supporting documentation for audit purposes.
• Maintains and supports computerized scale and point-of-sale systems.
• Ensures accurate data entry and reporting of tonnage, materials, and revenue.
• Generates routine and ad hoc reports related to operations and revenue tracking.
• Complete and submit required DEEP reports.
• Assists with system updates, testing, and troubleshooting in coordination with IT staff or vendors.
• Ensures adherence to City policies, procedures, and internal controls related to cash handling and revenue collection.
• Monitors compliance with applicable local, state, and federal regulations.
• Identifies and reports discrepancies, irregularities, potential risks or safety concerns.
• Serves as a point of contact for customers, contractors, and vendors regarding fees, procedures, and billing inquiries.
• Resolves routine and escalated customer service issues.
• Coordinates with Finance, Operations, and other departments to ensure accurate reporting and communication.
• Supports consistent operational practices across shifts.
• Participates in process improvement initiatives to enhance efficiency and accuracy.
• Performs related duties as required to support department operations.

• Knowledge of cash handling, reconciliation, and internal control practices.
• Knowledge of computerized scale systems and point-of-sale applications.
• Ability to perform accurate mathematical calculations and analyze data.
• Strong attention to detail and organizational skills.
• Ability to identify discrepancies and resolve issues independently.
• Ability to communicate effectively with staff, customers, and stakeholders.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency in Microsoft Office and data tracking/reporting systems.

Associate’s degree in business administration, accounting, public administration, or a related field and three (3) years of experience in cash handling, financial reconciliation, operations coordination, or a related area; or an equivalent combination of education and experience.

Experience in municipal operations, revenue collection, or scalehouse/transfer station operations is desirable.

• Possession of a Connecticut Public Weigher license or the ability to obtain the license within six (6) months of appointment.
• Ability to work a flexible schedule, including weekends and holidays as required.
• Ability to work in a scalehouse environment with exposure to weather conditions and operational activity.

There will be a written examination at a date to be determined.

The written examination will test, but may not be limited to, the following knowledge, skills, and abilities:

• Knowledge of cash handling procedures, reconciliation practices, and internal control principles
• Knowledge of computerized scale systems and point-of-sale applications
• Ability to perform mathematical computations and analyze data accurately
• Ability to maintain a high level of accuracy and attention to detail
• Ability to identify discrepancies and apply appropriate problem-solving techniques
• Ability to communicate effectively in writing and through the interpretation of information
• Ability to organize, prioritize, and manage multiple assignments in a fast-paced environment
• Ability to utilize Microsoft Office applications and data tracking/reporting systems