Engineering Project Coordinator*

Engineering Project Coordinator*

Salary

$59,727.72 Annually

Location

Emil Street, Madison, WI

Job Type

PERMANENT FULL TIME

Job Number

2026-00275

Department

Engineering

Opening Date

09/03/2026

Closing Date

9/10/2026 11:59 PM Central

Comp. Group/Range

20/12

• Description
• Benefits
• Questions

General Description

The City of Madison Engineering Division is seeking a highly organized and detail-oriented Project Coordinator to provide paraprofessional administrative and project support throughout the project lifecycle, from bidding through job closeout. This position supports project management and contract administration activities, including coordinating project information, maintaining project documentation, supporting bidding and contracting processes, and using Autodesk Construction Cloud (ACC) to manage project records and workflows. The position works with a high degree of independence and discretion to establish and maintain effective administrative procedures, methods, and controls that support the Division's project operations.

Skills needed for this position include:

• Strong organizational and attention-to-detail skills
• Excellent communication and customer service skills
• Strong analytical and problem-solving skills
• Ability to work independently and exercise discretion

Applications received from this posting will be used to fill the current vacancy and create an eligibility list for vacancies that occur within this classification in the next six (6) months.

Hours: Monday through Friday, 7:30 AM to 4:00 PM. After successfully completing the probationary period, employees may be eligible to telework up to three (3) days per week, based on operational needs and position requirements.

Employees may be eligible for loan forgiveness through the Public Service Loan Forgiveness Program.

Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn't match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.

Examples of Duties and Responsibilities

Project Management and Contract Administration

• Create and set up new projects in ACC.
• Oversee, track, and maintain annual/biennial bid bond records.
• Create users and assign roles in ACC for City and contractor's designated staff.
• Attend bid openings. Check submitted bids; verify bonding agents and bid bonds.
• Create budget, contract, and schedule of values for individual contracts in ACC.
• Generate and distribute contract documents, bonds, subcontractor lists, and Best Value Contracting (BVC) documentation for signatures and submittals.
• Review and resolve issues. Coordinate routing for required City signatures.
• Generate assets in ACC for use by inspectors in tracking installed quantities.
• Issue start work letters. Verify all required documents are in place prior to letter being sent.
• Review pay applications to confirm pay quantities match installed quantities.
• Process contracts for field acceptance.
• Process contracts for close out.

Sidewalk Replacement and Resurfacing Program

• Process sidewalk repair requests and rebate disbursements.
• Process and disseminate street terrace permits.
• Assist with maintenance of databases for sidewalk replacement, resurfacing, and material ticket quantities.

Customer Service and Information

• Provide all services with a resident/business-focused philosophy.
• Provide program procedure information to residents and businesses.

Other Related Duties

• Coordinate Contractor and Public Works user group meetings.
• Process purchasing documentation.
• Order and oversee maintenance of adequate office supply inventory.
• Train and advise lower-level staff on procedures.

Perform related duties as assigned.

Minimum Qualifications

• Four (4) years of experience in applying the following:

• Office practices and procedures

• Computer software applicable to the duties of the position including Microsoft 365, ACC, and Sharepoint; AND

• Two (2) years of experience in applying the following:

• Business administration principles and procedures

• Budgetary methods, forms and controls

• OR-

• Associates degree in civil engineering technology, construction management, business administration, or a closely related field; AND

• Two (2) years of responsible clerical support experience that included significant administrative responsibilities.

• OR-

• Bachelors degree in civil engineering technology, construction management, business administration, or a closely related field; AND

• One (1) year of responsible clerical support experience that included significant administrative responsibilities.

Other equivalent combinations of training and/or experience which can be demonstrated to result in the possession of the knowledge, skills, and abilities necessary to perform the duties of this position will also be considered.

The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore, successful candidates will have demonstrated ability to work effectively with multicultural communities.

For the complete list of the knowledge, skills, and abilities, please reference the classification specification.

Special Requirements

Physical Requirements:

• Ability to stand or sit at a computer workstation and desk for long hours.
• Ability to use standard office equipment, including computer, phone, copier, etc.
• Payroll title is Program Assistant 2 - Local 6000.

The City of Madison offers excellent pay and benefits for employees. City Ordinances, handbooks, and labor contracts provide specifics; the description here is not to be considered a binding statement but offers an informal summary.

Compensation

The City of Madison strives to pay competitive wages. View the current salary schedules for pay for all classifications. Employees receive increases based on tenure with the City.

Benefits

The City offers a competitive benefits package, including a generous leave package, a variety of insurance options, and non-traditional benefits such as optional pet insurance, a bus pass for all employees, and the possibility of flexible work schedules. A brief summary of benefits is listed below. Please visit our website for more information.

Leave

Vacation is earned upon starting employment and can be used after completion of probation. The general vacation schedule is below.

0-3 years 10 work days of vacation

After 3 years 12-1/2 days

After 7 years 15 days

After 11 years 17-1/2 days

After 15 years 20 days

After 19 years 25 days

After 27 years 27 days

Employees earn 3.5 personal days in addition to vacation.

Employees receive eight official paid holidays (New Years Day, Martin Luther King, Jr. Holiday, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving, Christmas Day), as well as 3 paid leave days (the Friday after Thanksgiving, Christmas Eve, New Years Eve).

Employees also earn 13 sick days annually that may accrue to a total of 150 days.

Retirement

The City of Madison participates in the Wisconsin Retirement System through the State of Wisconsin Department of Employee Trust Funds.

Insurance

The City of Madison offers a variety of optional insurance programs including:

• Health Insurance
• Dental Insurance
• Vision Insurance
• Pet Insurance
• Life Insurance
• Income Continuation Insurance (for short and long-term disability)
• Long Term Care Insurance

Other Benefits

The City offers numerous other benefits and programs for employees, including:

• 457(b) deferred compensation plans
• Employee Assistance Program
• Bus Pass on Madison Metro
• Flexible Work Schedules
• Employer-paid Training

01

Do you have an Associates degree or higher in engineering, construction management, business administration, or a closely related field? (Please note that a degree is not required for this position).

• Yes
• No

02

Please list the degree type(s) and field(s) of study.

03

Are you a Certified Associate in Project Management (CAPM)? (Please note that certification is not required for this position).

• Yes
• No

04

How much experience do you have performing administrative activities related to construction projects?

• Three (3) or more years
• Two (2) to less than three (3) years
• One (1) to less than two (2) years
• Some, but less than one (1) year
• None

05

How much experience do you have using construction management software such as Autodesk Construction Cloud, ProCore, Trimble e-Builder?

• Three (3) or more years
• Two (2) to less than three (3) years
• One (1) to less than two (2) years
• Some, but less than one (1) year
• None

06

What types of activities have you been responsible for performing in construction management software such as Autodesk Construction Cloud, ProCore, Trimble e-Builder? Please check all that apply.

• Creating and setting up new projects.
• Updating individual project settings per established procedures.
• Creating users and assigning roles.
• Creating budgets, contracts, and schedules of values.
• Generating and distributing contracts and other documents.
• Processing pay applications and change orders.
• Processing contracts for close out.
• None of the above.

07

How much experience do you have using Adobe Standard/Pro or Bluebeam software?

• Three (3) or more years
• Two (2) to less than three (3) years
• One (1) to less than two (2) years
• Some, but less than one (1) year
• None

08

What types of activities have you been responsible for performing in using Adobe Standard/Pro or Bluebeam? Please check all that apply.

• Navigating the interface
• Manipulating documents - insert, extract, and reorder pages; combined pdfs.
• Creating and saving markups
• Calibrating scales and measurements
• None of the above

09

How much experience do you have applying customer service policies and procedures? [This may have included answering common customer questions, offering recommendations to customers, taking steps to resolve customer complaints, troubleshooting technical issues for customers, following up with customers to guarantee satisfaction, or performing other related functions]

• Three (3) or more years
• Two (2) to less than three (3) years
• One (1) to less than two (2) years
• Some, but less than one (1) year
• None

10

Please indicate your level of experience with Microsoft Word 365.

• Advanced (Can create a Table of Authorities in a brief)
• Intermediate (Can create a table, insert a footnote, insert header/footer)
• Beginner (Can perform fundamental tasks such as basic formatting, copying, pasting, changing fonts)
• No experience

11

Please indicate your experience using Microsoft Excel 365.

• Advanced (Can manage and organize large amounts of data and create complex spreadsheet models, interactive dashboards, and customizable templates. Can design and implement complex formulas, including array formulas.)
• Intermediate (Can use more complex formulas, such as VLOOKUP, and can create and manipulate pivot tables, sort and filter data, and use conditional formatting
• Beginner (Can perform fundamental tasks such as data entry, basic formulas, and basic chart creation. Can use basic spreadsheet formatting, cell references, styles, and keyboard shortcuts)
• No experience

12

Please indicate your experience using Microsoft Outlook 365.

• Advanced (Can create complex rules, use macros to automate tasks, utilize conditional formatting, manage multiple calendars, create and manage distribution lists, export and import contacts, and delegate and track tasks)
• Intermediate (Can filter, search, and archive emails. Can use rules to manage incoming emails. Can share calendars, redirect meeting requests, manage contact groups, and set up auto-responders)
• Beginner (Can create, send, receive, and forward emails. Can organize emails into folders, create signatures, and attach files. Can make appointments and manage calendar invites. Can add, edit, and manage contacts)
• No experience

13

Please describe a situation in which you had multiple tasks, priorities, or competing demands to manage at the same time. Explain how you organized and prioritized your work, and what you did to ensure everything was completed effectively.

Required Question

Employer Madison, City of (WI)

Address 215 Martin Luther King Jr., Blvd.

MMB Rm 261

MADISON, Wisconsin, 53703

Phone (608) 266-4615

Website http://www.cityofmadison.com/jobs