Management Assistant ; Engineering

This posting will be used to fill a full‑time position in the in the Department of Public Works. This position will serve a key role within the program, managing various project management and financial aspects of the Bureau of Engineering in order to maintain operational efficiency within the Bureau. This is professional administrative management work in areas such as budgeting, procurement, records management, contract administration, office automation, and general office management.

Contacts primarily include managers and employees, personnel and vendors, both within and outside the organization to which an employee is assigned for the purpose of providing information and recommendations, resolving administrative problems and agreeing on courses of action. Contacts are generally of a cooperative nature and require coordination on the part of the employee to maintain smooth provision of administrative services.

The Management Assistant I (MA I) will be a responsible for the day to day oversight of Project Management duties within the Bureau’s Project Management Software (eBuilder). These include, but are not limited to, assisting Project Managers with budgets, project scheduling, quality control of processes, liaison between PM’s and other departments such as Purchasing and Finance, new project creation, asset reclassifications, cash flows, project closures, assisting in software testing, and training new Project Managers on how to use eBuilder.

Management and other duties as required.

The employee in this class, working under the general direction of a Senior Management Assistant, is responsible for providing professional administrative duties in some combination of the following: record maintenance; assistance with budget preparation; and administration contract monitoring; and liaison to organization employees and other department/agencies concerning matters specific to the organization.

The employee in this class uses initiative and works independently to ensure the smooth operation of the office, referring problems or unusual situations to the supervisor for resolution. The complexity of this class is marked by an employee's knowledge of and ability to apply procedures, analyze a variety of situations, many times of a sensitive/confidential nature, and determine appropriate action to be taken or recommend be taken.

The employee in this class will provide instruction and guidance to Project Managers in relation to the Bureau’s project management software (eBuilder).

The employee in this class works in an office environment, performing primarily sedentary work which does not involve significant exposure to hazards.

Note:

The duties and responsibilities enumerated in this class specification are for the purpose of determining a common set of minimum qualifications and salary level for all positions in this class. They are not intended to include all of the essential job functions of all positions in the class.

• Prepares special reports, conducts surveys and collects information on administrative problems, analyzes findings; prepares and recommends solutions; drafts new and revised administrative policies and procedures.
• Analyzes, monitors and maintains budget/financial reports; prepares budget recommendations after obtaining information from various offices; identifies, corrects or alerts management to problems or errors.
• Reviews and drafts replies to correspondence to internal and external customers.
• Maintains professional relationships with internal customers and vendors in order to facilitate proper administration of contracts and there subsequent invoices.
• Organizes and maintains financial, statistical,…