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

Introduction

\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\nAre you a current Connecticut Department of Transportation employee looking to advance your career within the agency?� If so, read below and apply today!\r\n\r\n\r\nThe State of Connecticut Department of Transportation (CTDOT) invites�its eligible agency employees to apply for the position of�Project Record Coordinator (Transportation District Highway Operational Coordinator)�within the�Bureau of Highway Operations�in District 2, Norwich.\r\n\r\n\r\n\r\nWHAT WE CAN OFFER YOU\r\n\r\n\r\nAs a state employee, you would continue to have access to the following:\r\n\r\n\r\n\r\n\r\n\r\n Visit our new State Employee Benefits Overview page!\r\n Professional growth and development opportunities.\r\n A healthy work/life balance to all employees.\r\n Remain with an award winning agency! CTDOT has been recently awarded the Employer of the Year award by the Connecticut Society of Civil Engineers (CSCE) and named the Women’s Transportation Seminar (WTS) CT Employer of the Year for 2024!\r\n\r\nTHE ROLE\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\nThe purpose of this position within the DOT Highway Operations is to maintain and coordinate all aspects of State/Federal project-related paperwork including timeliness, accuracy, and proper completion.� The Project Record Coordinator will train field personnel, be the liaison to Central Maintenance Administration for project updates, and ensure compliance with force account recordkeeping procedures. \r\n\r\n\r\n\r\n\r\n\r\nDISCOVER THE OPPORTUNITY TO\r\n\r\n\r\n\r\n\r\n\r\n Act as a liaison for field personnel regarding any questions or problems relating to project paperwork and/or force account recordkeeping;\r\n Attend pre-construction meetings with contractors to advise on compliance with recordkeeping regulations and answer any questions the field or contractor may have;\r\n Maintain files of all state- and federally funded projects to ensure costs are in line with project funding amounts and to ensure that cost overruns do not occur;\r\n Ensure all project record requirements are being met;\r\n Perform an audit on all project books for accuracy and to ensure compliance with the Force Account Record Keeping System;\r\n Close out of projects upon field completion of the work;\r\n Back up Radio Room Operator with radio and phone calls and dissemination of road hazards or notifications to the field;\r\n Coordinate and report information to storm center staff during storms.\r\n\r\nThe incumbent selected for this vacancy will be expected to work independently and without direct supervision after completion of training and is responsible for performing operational duties associated with the Department’s traffic management, incident management, and emergency management programs.\r\n\r\n\r\n\r\nCandidates must show how they meet the required knowledge and experience on their application to proceed further in the hiring process.\r\n\r\n\r\n\r\n\r\n\r\n\r\nPOSITION HIGHLIGHTS\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n Monday - Friday\r\n Full-time (40 hours per week)\r\n First shift (7:30 AM - 4:00 PM)\r\n Location: Norwich, CT\r\n On-site work environment\r\n\r\nOUR MISSION\r\n\r\nAs one of Connecticut’s largest State agencies, the Connecticut Department of Transportation (CTDOT) employs roughly 3,300 individuals across five bureaus. CTDOT is guided by its mission to improve lives through transportation. Our infrastructure and transit systems are essential to the safety and mobility of Connecticut residents, and our work strengthens both economic and community development. CTDOT is committed to fostering a workforce that reflects the communities it serves, and individuals with broad-ranging backgrounds and life experiences are encouraged to apply.\r\n\r\n�Learn more about our mission, vision, and values!\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n

Selection Plan

In order to be considered for this job opening you must be a current State of CT employee of the agency listed above�for at least six (6) months of full-time service or full-time equivalent service, absent any applicable collective bargaining language, and meet the Minimum Qualifications as listed on the job opening.� You must specify your qualifications on your application.\r\n\r\nFOR ASSISTANCE IN APPLYING:�\r\nCheck out our�Applicant Tips on How to Apply! Need more resources?� Visit our�Applicant Toolkit�for additional support throughout the recruitment process.�\r\nBEFORE YOU APPLY:�\r\n\r\n Meet Minimum Qualifications:�Ensure you meet the Minimum Qualifications listed on the job opening by the job closing date. You must specify your qualifications on your application. The minimum experience and training requirements listed must be met by the close date on the job opening, unless otherwise specified. �\r\n Educational Credits:�List your earned credits and degrees from accredited institutions accurately on your application. To receive educational credits towards qualification, the institution must be accredited. If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the contact listed below by the closing date listed on the job posting.�\r\n Resume Policy:�Per�Public Act 21-69, resumes are not accepted during the initial application process. As the recruitment process progresses, candidates may be required to submit additional documentation to support their qualification(s) for this position. This documentation may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the request and discretion of the hiring agency.�\r\n Preferred Shift/Location:�Select all location(s) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location or shift.�\r\n Timely Submission:�All application materials must be received by the job posting deadline. You will be unable to make revisions once you officially submit your application to the State. �Late submissions are rarely accepted, with exceptions only for documented events that incapacitate individuals during the entire duration of the job posting. Request exceptions by emailing�DAS.SHRM@ct.gov (Opens in a New Window).�\r\n Salary Calculations: For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e., Executive, Legislative, Judicial) to the other.�\r\n Note: The�only way�to apply to this posting is via the ‘Apply’ or ‘Apply Online’ buttons on the official State of Connecticut Online Employment Center job posting.\r\n\r\nAFTER YOU APPLY:�\r\n\r\n Some email providers may experience delays or issues delivering messages. To avoid missing important updates—such as referral questionnaires or interview scheduling links—please check your�Personal Status Board�regularly.\r\n For added convenience, you can also enable text (SMS) notifications. To do this, log in to your Personal Status Board and select “Update My Contact Information.”\r\n Referral Questions:�This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaire’s expiration date. If requested, RQs can be accessed via an email sent to you after the job close date or by visiting your JobAps Personal Status Board (Certification Questionnaires section).� �\r\n Prepare For An Interview:�Interviews are limited to those whose experience and training are most aligned with the role. To prepare, review this helpful�Interview Preparation Guide�to make the best impression!�\r\n Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email (including spam/junk folders) for updates and tasks.��\r\n The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.��\r\n Note: This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State employees, available at�www.ct.gov/ethics.\r\n\r\nQUESTIONS? WE’RE HERE TO HELP:�\r\nDue to high volume, we are unable to confirm receipt or provide status updates directly. For recruitment updates, please check your Personal Status Board and review our Frequently Asked Questions. If you have additional questions about the recruitment process, reach out to Frank DeCusati at frank.decusati@ct.gov (Opens in a New Window).\r\nJoin the State of Connecticut and take your next career step with confidence!\r\n

PURPOSE OF JOB CLASS (NATURE OF WORK)

In the Department of Transportation this class is responsible for performing the most complex tasks in coordinating projects, reports, records, correspondence, and general maintenance assistance within a highway operations district or operational center.\r\n

EXAMPLES OF DUTIES

\r\n\r\n Performs the most complex tasks in project coordination;\r\n Prepares detailed correspondence;\r\n Provides general maintenance assistance in planning preventive maintenance schedules for highways and related infrastructure;\r\n Responds to complex inquiries from other units or agencies;\r\n Performs complex radio monitoring and communication;\r\n Ensures compliance with federal and state regulations related to reporting and recordkeeping requirements;�\r\n Serves as liaison with other units for status updates and reporting on projects and/or traffic incidents;\r\n Compiles and analyzes data for operational reports;�\r\n Prepares, processes and submits required transportation related reports;\r\n Provides guidance to facility staff regarding proper recordkeeping procedures to ensure compliance with departmental, state, and federal requirements;\r\n Conducts periodic examinations of project inventories and incident events records;�\r\n Coordinates and supports emergency and storm response operations as needed, including dispatch coordination and emergency personnel deployment;\r\n Supports field crews by ensuring proper allocation of resources and equipment;\r\n Interprets and applies standard operating procedures and agency policies;�\r\n Operates and monitors a full range of automated equipment including traffic cameras, signage, signal systems and software applications;\r\n Performs snow removal operations at assigned facilities;\r\n Performs general facility maintenance including mowing, snow removal and grounds upkeep;�\r\n Performs related duties as required.\r\n\r\n\r\n

KNOWLEDGE, SKILL AND ABILITY

\r\n Considerable knowledge of general office systems related to construction, maintenance and repair operations of highway, bridge, and roadway maintenance;�\r\n Knowledge of\r\n \r\n procurement and purchasing processes;�\r\n processes for estimating and ordering materials;�\r\n processes for properly documenting the use of materials;\r\n federal, state, and agency compliance requirements;\r\n highway incident and accident reporting processes;\r\n and ability to compile records and data for federal, state, and agency reports;�\r\n \r\n \r\n Considerable\r\n \r\n interpersonal skills;�\r\n oral and written communication skills;�\r\n in performing arithmetical computations;\r\n \r\n \r\n Considerable ability to\r\n \r\n operate office equipment which includes computers, radio equipment, and other electronic equipment;\r\n schedule and prioritize workflow;\r\n read and interpret complex instructions;\r\n perform basic maintenance tasks;\r\n \r\n \r\n Ability to\r\n \r\n prepare estimates and maintain records;�\r\n operate transportation and office suite software;\r\n utilize computer software.\r\n \r\n \r\n\r\n

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Three (3) years of general clerical work experience.�\r\n

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

Two (2) years of the General Experience must have been in administrative support or recordkeeping specific to highway, bridge, or roadway maintenance, construction or repair operations.�\r\n\r\n\r\nNOTE: For state employees this experience is interpreted at the level of a Transportation Supervisor’s Assistant.\r\n

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

Three (3) years of general maintenance support experience that includes a substantial portion of time on related clerical duties such as described in the Examples of Duties section may be substituted for the General Experience.\r\n

PREFERRED QUALIFICATIONS

\r\n Experience processing payroll with budget coding and mileage (STARS)\r\n Experience preparing purchase orders, purchase requisitions, and receiving reports\r\n Experience using the Microsoft Office suite\r\n Experience with public speaking and providing training in a classroom setting\r\n Experience in project recordkeeping\r\n Experience in construction, maintenance, and repair techniques for roadways\r\n Experience reviewing and maintaining files for state‑ and federally funded projects for accuracy in reporting hours, manpower, equipment, material use, and all costs and expenditures, as well as ensuring proper signatures, charges, and documentation of any variations during project operations\r\n Experience maintaining records, solving problems, and researching information\r\n Experience in written and oral communication\r\n\r\n

SPECIAL REQUIREMENTS

\r\n Incumbents in this class may be required by the appointing authority to possess and retain appropriate current licenses, permits and/or certifications.\r\n Incumbents in this class must be willing to accept assignment to emergency duties, including snow and ice removal whenever their services are needed.\r\n\r\n

PHYSICAL REQUIREMENTS

\r\n\r\n Incumbents in this class must have adequate physical strength, stamina, physical agility and visual and auditory acuity, and must maintain such physical fitness as to be able to perform the duties.\r\n A physical examination may be required.\r\n\r\n\r\n

WORKING CONDITIONS

Incumbents in this class may be exposed to extremes of weather conditions, occasionally to lifting of moderate weights, to poison ivy, insect bites and allergy irritants during summer months, dangerous traffic conditions, and to loud and potentially dangerous machinery.\r\n

Conclusion

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER\r\nThe State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.\r\n

ACKNOWLEDGEMENT

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. As such, a job class is not meant to be all-inclusive of every task and/or responsibility.\r\n