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Work Planning Coordinator 2

Category: Classified 
Pay Grade: C21 
Job Code: 13662 

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described.  Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.  

JOB SUMMARY

Performs advanced technical work in planning, prioritizing, and scheduling maintenance, repair, and infrastructure projects by analyzing work management system data, reviewing historical work orders, forecasting labor, material, and equipment needs, and developing short‑ and medium‑range work plans to support efficient field operations. Coordinates with supervisors, engineers, and field crews to establish project timelines, confirm resource availability, direct work assignments through the enterprise system, and ensure accuracy of permanent records, including training staff in measuring techniques and red‑line data recording. Serves as a central planning function between operations and asset management to ensure work is properly prioritized, scheduled, and executed, performing more advanced planning and analytical duties than Work Planning Coordinator 1 and providing guidance to lower‑level staff as needed.

ESSENTIAL JOB FUNCTIONS (examples, not all inclusive)

• Plans, prioritizes, schedules, and directs maintenance, repair, and operational work activities using enterprise work management systems such as CityWorks or similar asset management platforms to ensure efficient deployment of labor, equipment, and materials;
• Develops and maintains forward-looking work schedules that assign work activities to crews based on operational priorities, available resources, and system data analysis;
• Analyzes work order data, historical maintenance activities, and operational trends to develop work schedules and resource plans;
• Forecasts labor, equipment, and material requirements for upcoming maintenance or operational projects;
• Develops and maintains work schedules that optimize use of personnel, equipment, and materials;
• Coordinates with plant or operational leadership to plan and schedule facility maintenance activities, in-house projects, and operational work orders to ensure efficient integration into ongoing operations;
• Coordinates with engineers and other involved departments to ensure field information and as-builts matches the asset inventory and work management system data;
• Reviews and evaluates incoming work requests to ensure appropriate prioritization, classification, and resource allocation;
• Extracts, analyzes, and interprets data from work management systems to support operational planning and decision-making;
• Prepares reports and planning documents related to work backlog, workload projections, and operational performance;
• Drafts emails, memos, and internal communication regarding field operations projects and expectations;
• Collaborates with supervisors, crew leaders, and managers to coordinate work activities and resolve scheduling conflicts;
• Coordinates procurement or ordering of materials required for planned work activities and ensures materials are available prior to scheduled work;
• Supports procurement, invoicing, contract tracking, and budget monitoring as assigned;
• Monitors crew availability, intermixing crew specialties as necessary to maximize available resources;
• Monitors progress of scheduled work orders and adjusts plans or schedules as operational priorities change;
• Liaises with Asset Management personnel to provide data analysis and recommendations related to maintenance planning and workload management;
• Assists in developing standardized labor estimates, material requirements, and equipment allocations for common work activities;
• Helps develop and maintain standard operating procedures (SOPs), templates, and workflows;
• Ensures data accuracy and completeness within work management systems to support operational reporting and planning functions;
• Responds to the public on work updates and timelines;
• May provide training or guidance to staff on work order processes, system data entry standards, and planning procedures.

QUALIFICATIONS

Education and Experience:

High school diploma or GED and four (4) years of experience in maintenance planning, operational scheduling, infrastructure maintenance, utilities operations, public works operations, asset management systems, or related operational coordination work.

Preferred Qualifications:

• Associate degree in engineering technology, construction management, public administration, business administration, or related field.
• Experience working with work order management systems such as CityWorks or similar asset management platforms.
• Demonstrated experience utilizing reporting tools, spreadsheets, or database queries to analyze work order history, resource utilization, or operational trends.
• Experience analyzing operational data to support maintenance planning or resource allocation.

Special Qualifications (May be required depending on area of assignment):

• Florida Driver’s License or Florida Commercial Driver’s License and endorsement, if any.
• Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations.
• 1 year of experience with warehousing or inventory control.
• Supervisory training, or experience as a team leader, or supervisor.
• Other highly desirable knowledge, skills, abilities, and credentials relevant to a position.

Knowledge, Skills and Abilities:

• Knowledge of principles and practices of maintenance planning, operational scheduling, and work coordination;
• Knowledge of principles of workload planning and productivity optimization for field maintenance operations;
• Knowledge of work order management and asset management systems such as CityWorks or similar platforms;
• Knowledge of infrastructure maintenance operations commonly associated with utilities, public works, or related operational environments;
• Knowledge of methods for estimating labor, materials, equipment, and time required for maintenance or operational work;
• Knowledge of data analysis techniques used to evaluate operational workloads and maintenance activities;
• Knowledge of basic inventory, procurement, and materials coordination practices;
• Skill in organizing and prioritizing multiple work activities and operational demands;
• Skill in using computerized work management systems, spreadsheets, and databases;
• Skill in extracting and interpreting operational data to support planning and scheduling decisions;
• Skill in communicating effectively with operational staff, supervisors, and management;
• Skill in preparing reports and documentation related to operational planning and work coordination;
• Ability to analyze operational data and develop effective work plans and schedules;
• Ability to coordinate resources, personnel, and materials to support operational work activities;
• Ability to interpret operational requirements and translate them into planned work assignments;
• Ability to maintain accurate records and ensure integrity of data within work management systems;
• Ability to identify operational trends and recommend improvements to planning and scheduling processes;
• Ability to work collaboratively with staff at all levels within operational departments.

PHYSICAL/MENTAL DEMANDS

The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Additionally, the following physical abilities are required:

• Visual ability: Sufficient to effectively operate office equipment including copier, computer, etc.; and to read and write reports, correspondence, instructions, etc.
• Hearing ability: Sufficient to hold a conversation with other individuals both in person and over a telephone; and to hear recording on transcription device.
• Speaking ability: Sufficient to communicate effectively with other individuals in person and over a telephone.
• Mental acuity: Ability to make rational decisions through sound logic and deductive processes.
• Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.

WORKING CONDITIONS

Work is performed in a dynamic environment that requires sensitivity to change and responsiveness to changing goals, priorities, and needs.