Engineering Project Support Specialist

About the Position

Under the direction of the Director of Engineering Services, the Engineering Project Support specialist provides administrative support and assists the professional and technical staff within the department. This role handles the preparation, filing, execution, and organization of the department’s various legal, contractual, and project related documentation, and coordinates the department’s team activities.

• Serves as administrative liaison for Director of Engineering Services with customers, employees, and external partners.
• Coordinates the preparation of legal documents for the department including professional service agreements, 28E agreements, easements, contracts for bidding and contract documents (plans and specifications, award letters, public notices, notice to proceed documents, change orders, pay applications, final contract acceptance letters, public notices, etc.).
• Maintains and organizes vault files, utility documents and the Engineering library.
• Reviews forms, letters, reports, contract documents, technical specifications, applications, and other statistical documents for completeness, accuracy, and consistency prior to release, distribution, or data entry.
• Prepares and develops forms and templates to improve efficiency in Engineering.
• Ensures compliance with applicable procurement regulations and funding requirements, including federal, state, and local requirements
• Assists with Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and consultant selection processes.
• Assists with public bid openings, supports the full bidding process, and ensures legal compliance.
• Creates customer databases and prepares mailings to impacted customers for water system improvement projects.
• Initiates purchase requisitions and prepares invoices for payment.
• Maintains warranty and inspection compliance.
• Responds to inquiries, composes, and prepares correspondence, forms, reports, meeting materials, and schedules meetings as needed. This includes addressing inquiries concerning water service infrastructure and construction projects.
• Coordinates and leads team activities for the department.
• Coordinates department specific onboarding and training for current employees and new hires.
• Oversees administrative processes for large tap installations and pipe extension projects.
• Assists with edits and updates to departmental standards of practice, procedures and policies.
• Coordinates special projects at the direction of the Director of Engineering Services .
• Performs other duties of a similar nature as assigned.

Education

• Associate degree in Business Administration or business-related field.

Experience

• Minimum of four years of administrative support experience.
• Additional relevant experience may be substituted for required education.

Licenses/Certifications

• Must possess a valid driver's license with good driving record.
• This position requires Driver remain insurable under the Company’s coverage.

• Two years of contract administration experience in a public utility is preferred.
• Licensed as Notary public in Iowa

Knowledge of:

• DMWW rules, regulations, and departmental procedures.
• Engineering Department record-keeping systems and file management practices.
• Contract administration principles and related documentation requirements.

Skills:

• Time management, organization, and prioritization of multiple tasks.
• Advanced written and verbal communication.
• Technical writing and preparation of accurate, detailed documents.
• Customer service and effective interaction with the public, contractors, and staff.
• Project coordination and basic project management.
• Critical thinking and problem solving.
• Maintaining accuracy with strong attention to detail.

Abilities:

• Maintain confidentiality of sensitive information.
• Establish and maintain effective working relationships with internal and external stakeholders.
• Work collaboratively as part of a team and provide support across departmental functions.
• Maintain regular and reliable attendance.

• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Microsoft Power Point
• Mic…