Project Controls Specialist

Provides administrative and operational support for capital and Operations & Maintenance (O&M) projects. This role supports financial tracking, records retention and document control, and day-to-day coordination to help ensure projects and operational work are organized, compliant, and executed efficiently. This position serves as a foundational role supporting project control processes and departmental operations.

ESSENTIAL DUTIES:

• Provide day-to-day administrative support to the department.
• Coordinates meetings, including scheduling, agenda preparation, logistics, and capturing/distributing minutes and action items.
• Maintains department calendars, shared schedules, and coordination activities.
• Supports onboarding coordination for new employees including but not limited to; access, workspace readiness, and required requests.
• Manages departmental equipment and related requests with appropriate service providers.
• Orders office, environmental, and safety supplies in accordance with procurement requirements.
• Administers safety apparel and boot program tracking.
• Tracks and reconciles monthly Operations & Maintenance (O&M) invoices, verifying coding, supporting documentation, and approvals.
• Supports Purchase Card (P-Card) reconciliation, expense tracking, and timely submission of required documentation.
• Assists with budget and funding setup/updates within project and financial tracking systems.
• Maintains organized files to support audits, reporting, and internal controls for financial transactions.
• Initiates, requests, tracks, and close work orders and service requests; follow up to support timely completion.
• Coordinates project communications and status updates, including tracking key milestones, deliverables, and open items.
• Attends Operations Administration and pre-construction meetings as needed, documents decisions, action items, and follow-ups.
• Assists with project closeout by gathering required documentation and supporting handoff to asset management teams.
• Serves as the department Record Retention Liaison by maintaining retention schedules, tracking record inventories, and supporting compliance activities.
• Coordinates archival, retrieval, and shredding processes in accordance with retention requirements.
• Maintains accurate and organized project files, including correspondence, invoices, meeting notes, and closeout documentation.
• Orders and distributes plan sets, blueprints, and specification books as needed.

Performs other duties of a similar nature and level as assigned.

EDUCATION & EXPERIENCE:

Minimum Years of Direct

Experience:

3 or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. Progressively responsible experience providing administrative support and project coordination.

LICENSING/

CERTIFICATIONS:

• Maintains Security Identification Display Area (SIDA) clearance.
• Valid Driver’s License

DEMONSTRATED KNOWLEDGE OF:

• Administrative office practices and procedures, including scheduling, meeting coordination, and preparation of agendas, minutes, and correspondence.
• Financial tracking practices, including invoice processing, reconciliations, and maintenance of supporting documentation for audit readiness.
• Basic budgeting concepts and internal controls related to purchasing, P-Card transactions, and expense documentation.
• Records management and document control principles, including retention requirements, file organization, and confidentiality standards.
• Project coordination fundamentals, including tracking action items, milestones, deliverables, and supporting project closeout documentation.
• PMIS and document management tools (PMWeb preferred), and Microsoft Office applications including Excel, Word, and PowerPoint.

DEMONSTRATED SKILL IN:

• Providing high-quality administrative support, including scheduling, meeting logistics, agenda/minutes preparation, and follow-up on action items.
• Maintaining accurate records and document control systems, including file organization, retention support, and confidentiality practices.
• Organization and documentation management.
• Coordinating project and operational support activities by tracking…