OFFICE SUPPORT COORDINATOR - SEWER CAPITAL PROGRAM

OVERVIEW

Kitsap County is seeking a detail-oriented and proactive professional to fill this critical Sewer Utility Office Support Coordinator role that serves as the backbone of capital project coordination and operational excellence. This position offers an outstanding opportunity to advance your career in utility management while making a lasting impact on essential infrastructure that serves our community every day.
You'll be stepping into a dynamic environment where the Sewer Utility Division relies on precise coordination, comprehensive documentation management, and seamless communication across multiple stakeholders-from contractors and consultants to internal operations teams. This role offers the perfect blend of project coordination, technical documentation management, and operational support for an experienced professional ready to take ownership of complex processes that keep critical infrastructure projects moving forward efficiently and accurately.

As the Sewer Utility Office Support Coordinator, you will:

• Coordinate capital improvement project documentation throughout the project lifecycle-from design review through construction closeout-by organizing files, tracking schedules, distributing documents, and maintaining communication logs for multiple concurrent infrastructure projects
• Support construction project workflows by processing contractor communications, tracking RFIs and submittals, preparing meeting agendas and minutes, updating status logs for change orders, and ensuring all required documentation is collected and distributed to appropriate staff
• Maintain document control systems by updating SharePoint-based electronic O&M manuals, organizing construction drawings and specifications, creating project folders, and ensuring record drawings are properly archived and accessible to utility staff
• Facilitate the bid process by compiling design documents for advertising, tracking pre-bid meeting attendance, coordinating contractor questions and responses, creating detailed bid tabulation spreadsheets, verifying calculations, and preparing award notices for manager approval
• Track regulatory compliance and permits by maintaining permit lists with expiration dates, sending renewal reminders to contractors, coordinating permit extensions with agencies, and organizing certificates of insurance for all project stakeholders
• Compile construction administration documentation by gathering field notes, verifying force account items and truck tickets, preparing spreadsheets for monthly progress payment estimates, and maintaining organized project correspondence and submittal files
• Coordinate septage receiving operations by maintaining discharge databases, scheduling hauler appointments, preparing reports for the health district, processing special discharge permits, and tracking billing information
• Serve as the administrative liaison between contractors, project managers, utility operations staff, and external agencies by routing communications, scheduling meetings, gathering requested information from various systems, and ensuring timely follow-up on action items
• Provide operational support by maintaining on-call duty schedules, tracking purchase orders and deliveries, performing data entry for operations and asset management, answering the treatment plant phone line, and assisting staff with administrative tasks

What You Bring

• Professional Experience Foundation: Three years of administrative, clerical, or specialized office experience. Related education demonstrating required knowledge, skills, and abilities to perform the job may substitute for up to one year of experience.
• Technical Aptitude and Learning Agility: Capability to read and interpret construction drawings and specifications, work with document management software and databases, and quickly master specialized utility industry systems and terminology
• Project Coordination Excellence: Strong organizational skills with proven ability to track multiple concurrent projects, manage deadlines, coordinate meetings, prepare detailed reports and spreadsheets, and maintain accurate records under deadline pressure
• Communication and Relationship Management: Professional interpersonal skills to effectively liaison between contractors, engineers, managers, and operational staff while providing excellent customer service and clear written and verbal communication
• Technology Proficiency: Comfort working with Microsoft Office Suite (especially Excel for complex tracking spreadsheets), SharePoint, document control software, GIS systems, and other specialized utility management platforms
• Detail Orientation and Accuracy: Meticulous attention to detail essential for verifying bid calculations, tracking permit expiration dates, managing claims and liens, and ensuring compliance with specifications and regulatory requirements
• Additional Preferred Qualifications: Lead worker experience in utility or construction environments; familiarity with capital project processes, construction administration, or utility operations; experience with procurement and purchasing systems

For the complete job description: https://www.kitsap.gov/hr/JobClassifications/Office%20Support%20Coordinator%20-%20Sewer.pdf
For more information about Kitsap County Public Works Utilities: https://www.kitsap.gov/pw/about-us/public-works

OTHER POSITION RELATED INFORMATION

• Who May Apply: This position is open to the general public. Applications will be screened for qualifications and completion of all the required materials and forms. The most competitive applicants may be contacted for further steps in the selection process, which may include testing for office and computer skills.
• This position is classified as eligible for overtime under the Fair Labor Standards Act (FLSA)
• Non-represented and covered under the Kitsap County Personnel Manual.
• Prior to employment, the successful candidate must:
  • Submit official transcripts from an accredited college or university or business school, if education is being used to meet the minimum qualifications.
  • Pass all job-related examinations/tests necessary to demonstrate required knowledge, skills and abilities, as determined by the hiring authority at time of job posting.
  • Authorize and complete a criminal background check. Information received is reviewed on a case-by-case basis and will not necessarily remove a candidate from consideration.
• (Public Works) Report for duty on time and remain at work until the end of their scheduled shift even if an inclement weather event or emergency is declared as an “Essential Employee” under the Public Works Inclement Weather/Emergency Response policy.
• Kitsap County is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. If you need assistance and/or reasonable accommodation due to a disability during the application or the recruiting process, please contact our Human Resources Office.
• Work hours for this position are Monday-Friday, 7:00 AM to 3:30 PM.
• This posting may be used to fill future openings.
• Only authorized employees and hiring authorities have access to the application materials submitted. Per RCW 42.56.250, all applications for public employment, including the names of applicants, resumes, and other related materials submitted with respect to an applicant are exempt from public inspection.

At Kitsap County, we strive to take care of our team! Our employees are the greatest asset of Kitsap County, and we take pride in offering a highly competitive compensation and benefits package to all eligible employees.

County Paid Benefits Include:
Medical - Kaiser Permanente (HMO) or Aetna (PPO)
Dental - Delta Dental or Willamette
Vision - VSP
Flexible Spending Accounts (FSA)
Life Insurance - Basic, Accidental Death and Dismemberment (AD&D), Voluntary Term Life Insurance (VTL)
Disability - Short-term disability & Long-term disability
Voya Voluntary Insurance
Transportation incentives
Employee Assistance Program
Travel Assistance Program
Wellness program
Benefits become effective on the first calendar day of the month following the month in which the employee is hired except if the employee's hire date is the first calendar day of the month, benefits begin on the day of hire. More information about employee benefits is available on the county's website at: https://spf.kitsapgov.com/hr/Pages/Benefits.aspx or the Kitsap County Digital Benefits Guide .

*Voluntary benefit options also available at the employee's expense

Retirement:
Employees are covered under the PERS retirement plan provided through the Washington State Department of Retirement Systems and Social Security.

Deferred Compensation (IRS Plan 457b): tax-deferred savings program

Holidays
11 paid holidays and 2 additional floating holiday per year. One additional floating holiday after 10 years of service.

Vacation Leave
New employees are credited with 48 hours of annual leave upon hire and will be begin accruing at the rate of 8 hours per month starting on their 7th month of employment. Employees may carry over 360 hours from one calendar year to the next. Annual leave accrual will increase upon tenure, as follows:

Upon completion of 2 years: 15 days per year (10.00 hours per month)
Upon completion of 5 years: 20 days per year (13.33 hours per month)
Upon completion of 10 years: 25 days per year (16.67 hours per month)

Sick Leave
All new hires will be credited with 48 hours of sick leave upon hire and will begin accruing at the rate of 8 hours per month starting on their 7th month of employment. Employees may carry over 1200 hours from one calendar year to the next.

***Part-time employees benefit contributions and leave accruals will be prorated***

Current County Employees
If you are transferring or promoting into this position you are responsible for reviewing these benefit changes; prior to accepting a position. In addition, it is your responsibility to notify the Auditor's Payroll Division of a change in union status.

NOTE: This is a general overview of the benefits offered through employment with Kitsap County, and every effort has been made to ensure its accuracy. If any information on this document conflicts or is incorrect with the provisions of the Personnel Manual, applicable laws, policies, rules or official plan documents they will prevail. The Personnel Manual is available at: https://www.kitsapgov.com/hr/Pages/Personnel-Manual-2019.aspx

Closing Date/Time: 1/28/2026 11:59 PM Pacific

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• KITSAP COUNTY

• 360.337.7185

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