CAPE Systems Coordinator

Job Description:

CAPE Systems Coordinator

Description

CAPE Systems Coordinator (Part-Time, Temporary)

Communications & Public Engagement (CAPE)

Duration: 1-2 months

Hours: Part-time (flexible weekly schedule based on project needs)

Location: Hybrid (in-office and remote work)

Position Summary:

Albemarle County’s Communications and Public Engagement (CPE) office seeks a part-time temporary team member to support internal system development, process documentation, and knowledge management. The role will create and develop a searchable contact management system as well as organize and optimize existing digital tools, standardize process documentation, and train staff on updated workflows. The ideal candidate will have strong organizational skills, expertise with Microsoft 365 tools, and experience translating complex workflows into sustainable, easy-to-follow systems.

Key Responsibilities:

Community Contact Management

• Create a centralized database of community contacts (e.g., HOAs, civic organizations, faith groups) using Microsoft 365 tools (Excel, SharePoint List, etc.)
• Establish tagging/grouping structure (e.g., geography, organization type, communication interest)
• Consolidate data from existing informal sources and create a maintenance guide

Workflow & Intake Management

• Finalize existing intake forms and recommend/build an associated team task tracking tool (e.g., Planner, SharePoint Lists)
• Develop a simple request triage and assignment system

Standard Operating Procedures (SOPs)

• Consolidate existing SOPs related to CAPE workflows
• Design easy-to-follow process maps or checklists where appropriate

System Organization

• Recommend consistent folder structures, naming conventions, and archiving protocols
• Implement approved organization systems and assist in migrating files

Training & Handoff

• Develop training materials (written guides, short walkthroughs) on updated systems
• Deliver a final “handover packet” with documentation, SOPs, and system guides

Preferred Qualifications:

• Expertise with Microsoft 365 environment (especially SharePoint, Teams, Outlook, Excel)
• Strong organizational and project coordination skills
• Experience creating or managing intake processes, digital filing systems, or contact databases
• Clear communication skills and ability to write/edit usable SOPs or training materials
• Self-directed, with the ability to implement plans and lead clean-up efforts with minimal oversight

Pay Rate: $30/hour.

Application Deadline: Deadline to apply is Tuesday, June 17, 2025.

Virginia Values Veterans:

Albemarle County is a Certified V3 organization.

EOE/EEO:

Albemarle County is an equal employment opportunity employer, and does not discriminate against any group or individual on the basis of race, color, religion, sex, sexual orientation, national origin, age or disability in regards to any aspect of employment policy and practice: recruitment, testing, selection, assignment, pay, conditions of work, training, leave, overtime, promotion, discipline, demotion, and separation.