Administrative Assistant - Capital Infrastructure

NATURE OF WORK

Under general supervision, coordinates and performs a variety of skilled administrative functions; provides clerical support to the Capital Infrastructure Specialist; assists with procurement and contracts; and tracks and analyzes grant-funded programs, budgets, and expenditures. Duties involve maintaining records, preparing documentation, supporting competitive bid processes, and ensuring compliance with standards applicable to departmental operations.

High School Diploma or G.E.D. equivalent AND three (3) years’ experience as an office or administrative assistant; OR equivalent combination of education and experience.

Experience with Open Gov, governmental accounting, and records management is preferred.

Work is performed in a standard office environment; subject to sitting and standing for extended periods of time, walking, bending, reaching, and lifting of objects up to 35 pounds.

• Answers, screens, and directs incoming calls; responds to public inquiries and requests for information; records, logs, and assists with public disclosure requests.
• Prepares and drafts correspondence, statements, resolutions, contracts, reports, forms, and/or other departmental documentation.
• Attends and participates in administrative briefings and other assigned meetings; records and transcribes meeting minutes.
• Updates and maintains departmental records and filing systems; purges archived records in accordance with established retention guidelines.
• Supports Specialist in competitive bid process including preparation and posting of Call for Bids, coordinating pre‑bid meetings; assists in public bid openings and reviews, prepares bid and proposal evaluations, determination of responsiveness, and recommendation for apparent low bidder; assists with protest resolution.
• Assists in the preparation of contracts for design and construction/maintenance work.
• Supports Specialist in funding source or grant compliance and required reporting; ensures compliance with grantor guidelines in the allocation of funds and in maintaining grant record keeping for local and state government entities.
• Reviews contractors pay estimates and miscellaneous contract invoices and verifies accuracy of calculations before obtaining Department approval and submission for payment; processes invoices, collaborating with entities to resolve any issues that may arise.
• Oversees closeout actions upon contract completion including but not limited to final audit, payment and release of committed funds.
• Creates, administers, and maintains the Department’s electronic records management system and related electronic file repository.
• Monitors and maintains compliance with regulations governing the management of departmental records.
• Performs a variety of accounts payable and receivable functions.
• Conducts grant research; writes and submits grant applications; monitors and verifies County compliance with grant funding agency reporting requirements, including scope of work and environmental documents.
• Assists with administering Capital Infrastructure department procurements, grants and contracts; compiles data and submits operational and financial reports in accordance with funding agency requirements; coordinates with the Specialist in preparing grant reports as required.
• Develops grant revenue and expenditure tracking procedures; and reviews project invoices for accuracy and completeness.
• Prepares and submits billing and reimbursement requests; maintains financial documentation for project reimbursement rates and financial reports.
• Monitors and maintains office supply inventories.
• Coordinates and conducts special projects as assigned.

• Adobe and Microsoft Office software including Excel, Outlook, and Word.
• Procurement rules, requirements, and procedures.
• Capital Infrastructure Department operations.
• Washington State BARS, RCWs, and WACs.
• Grant budget preparation and analysis.
• Standards for grant reporting and documentation.
• Fund accounting principles.
• Records management principles and standards.
• General office practices and equipment.
• Records management principles and standards.
• Customer service principles, protocols, and standards.

• Coordinating…