Capital Projects and Operations Specialist

Capital Projects and Operations Specialist

Job  | Final date to receive applications:
Posted until filled | Posted:
Jun 08, 2026 | Starting Date:
Jun 30, 2026

The Capital Projects and Operations Specialist provides administrative and operational support for the District’s capital projects program. Responsibilities include project tracking, documentation management, risk management tasks such as insurance claims coordination, incident documentation, and collaboration with internal departments and external partners. The role also offers executive support to the Director of Capital Projects, Executive Director of Operations, and Chief of Finance & Operations.

• Oversee day‑to‑day administrative operations of the Capital Projects Department, ensuring efficient office systems and workflows.
• Serve as a shared operational resource among Capital Projects, Operations, and Facilities, supporting cross‑department coordination, documentation, communication, and workflow needs.
• Provide project operations support, including project tracking, document control, reporting, meeting coordination, and records management for active and completed projects.
• Support purchasing and financial processing, including purchase orders, contract routing, invoice processing, pay application support, P‑card allocations, filing, and document organization.
• Track consultant and contractor compliance documentation such as insurance documentation, bonds, prevailing wage documentation, and project close‑out forms.
• Maintain Capital Projects program records, retrieve and archive project documentation, warranties, close‑out materials, and contractor documentation.
• Assist with warranty and post‑project issue tracking and coordination for projects and furniture/FF&E.
• Support coordination of district moves and transitions associated with capital projects and facilities changes.
• Update and maintain Administration Building layouts as moves and changes occur.
• Maintain the Capital Projects website and enhance it as needed.
• Coordinate the annual preparation of the Capital Facilities Plan, integrate updated data, facilitate cross‑functional collaboration, and manage multi‑stage review processes.
• Provide general administrative support, including meeting coordination, logistics, and hospitality functions.

• Support District risk management, incident coordination, and insurance functions in accordance with applicable laws, regulations, and District policies.
• Coordinate with District departments and external partners (e.g., WSRMP, adjusters, legal counsel, contractors) to support timely submission, documentation, and resolution of claims.
• Maintain and update risk management documentation and reporting tools, including the WSRMP Site Survey and related records.
• Maintain confidential files and documentation related to risk management, claims activity, contract matters, and other sensitive operational issues.

• Track consultant and contractor compliance documentation such as insurance documentation, bonds, prevailing wage documentation, and project close‑out forms.
• Serve as the department liaison for Requests for Public Records related to capital projects, coordinating, tracking, and retrieving responsive records.
• Maintain knowledge of public works documentation requirements and District procedures sufficient to support department workflows, including bidding/quotes documentation and vendor coordination.

• Provide administrative and executive support to the Director of Capital Projects, Executive Director of Operations, and Chief of Finance & Operations, including information coordination, preparation of reports/materials, and support for time‑sensitive operational needs.
• Support development of capital planning and communication materials, including assistance with the Capital Facilities Plan and coordination with jurisdictions and distribution lists.
• Participate in special projects as assigned and perform related duties consistent with the scope and intent of the position.
• Follow District policies,…