Project Assistant - Design and Construction

Administrative Assistant

Provides a wide range of complex and high-level administrative and office support for multiple project teams of Professional Architects/Engineers, Project Managers and Assistant Project Managers in a fast-paced, multi-task design and construction environment. SALARY: 9A

REPORTS TO:

Architect/Engineer POSITIONS SUPERVISED:
None

Typical Duties

• Compose correspondence, transcribe, edit, initiate internal Borough budgetary documents and other miscellaneous forms.
• Performs front office and receptionist duties for Design and Construction and directs incoming inquires and phone calls to appropriate persons.
• Assist in the preparation and processing of all phases of design and construction contractual documentation including requests for proposals, bid documents, contracts, purchase orders, change orders, and permit applications for the Authority Having Jurisdiction (AHJ) and FM Global plan reviews.
• Compile project information to prepare bid documents including fund verification, legal advertisement, plans, and specifications to initiate the bidding process.
• Attend bid openings and prepare documentation for appropriate action.
• File Notice of Award with Alaska Department of Labor and track progress through Notice of Completion.
• Prepare agenda for and attend weekly on-site construction project meetings. Record and prepare meeting minutes for distribution to the contractors, consultants, and project team.
• Attend substantial completion inspections and assist project managers and A/E's to create punchlists and other reporting requirements.
• Works closely with Fiscal Coordinator to maintain soft ledgers on multiple assigned capital improvement projects.
• Communicate with project team members, the School District, consultants, contractors, and other Borough departments.
• Organize and maintain centralized design and construction project files and archive files for projects in paper and electronic formats.
• Set up online project information management system for exchanging (Submittal Exchange), reviewing, and archiving construction submittals, RFIs, RFPs, and other communications.
• Distribute and track contract documents including design and construction contracts, purchase orders, amendments, change orders and pay applications for consultants and contractors utilizing Adobe Sign and One Solution.
• Provide technical review and quality control for outgoing documents.
• Accept and process surety deposits for subdivision improvements and site development permit fees.
• Maintain inventory and order office supplies, personal protective equipment (PPE), and process P-Card transactions.
• Other duties as assigned.

Position Requirements

MINIMUM QUALIFICATIONS:

1. High school diploma or equivalent and three (3) years of progressively responsible office experience as an administrative assistant with knowledge of admin practices and procedures.
2. Experience in a design and construction or related industry including familiarity with contracts, change orders, amendments, RFI's, RFP's RFQ's and/or project manual specifications is preferred.
3. Demonstrated ability to operate personal computer. Proficiency with Microsoft Word and Excel required;
Access, and Adobe Acrobat experience preferred;
Type at a proficient level.
4. Demonstrated experience with automated accounting systems.
5. Demonstrated experience with recording meetings and transcribing notes/minutes.
6. Ability to have and maintain a valid driver's license and to meet insurance standards and maintain insurability under the Borough's insurance program. If personal automobile is used for Borough business, proof of insurance at statutory limits must be provided. (A CURRENT COPY OF DRIVING RECORD WILL BE REQUIRED UPON REQUEST) KNOWLEDGE, SKILLS, AND ABILITIES
1. Ability to work and communicate effectively and harmoniously with contractors, professional consultants, Borough staff, and general public. 2 Familiarity with architectural or engineering drawings and construction terminology is preferred.
3. Demonstrated working knowledge of the basic principles of accounting, fund accounting, or budgetary accounting.
4. Demonstrated ability to prioritize and manage multiple tasks and projects.
5. Demonstrated capability to function with minimal direction; perform work in an organized and professional manner.
6. Ability to process information with a high level of accuracy and solve complex problems effectively and efficiently, while maintaining confidentiality.

OTHER 1. A PROFICIENCY TEST MAY BE ADMINISTERED TO ALL QUALIFIED APPLICANTS.
3. This position requires a criminal background check.

Additional Information JOB CONTACTS:
Frequent interdepartmental business contact and frequent contacts involving outside organizations/agencies. JOB RESPONSIBILITY:
Does not supervise; will typically experience many minor problems daily and an occasional major problem with little immediate supervision; must use own initiative in handling most problems; the consequences of error, carelessness or mistaken judgment…