Job Abstract

Hiring Range: $50,380.62 - $56,627.816; commensurate with experience.

The Department of Public Works is currently seeking a Project Administrative Specialist- Utilities. The Project Administrative Specialist- Utilities will perform technical contract administration work for the capital improvement program and for the County's privatized inspection and project management contracts, maintains project records, contracts and related documents and monitors payments, budgets, accounts payable, processes invoices for payment and change orders on contracts, enters purchase orders for approval, enters budget transfers and other activities to ensure they meet requirements . The Project Administrative Specialist- Utilities will, also, assist the project/program managers with project-related requests; i.e., equipment and service quotes, abstracts, easements, and training and order equipment for projects and set up and carry out small projects. Review, Approve, and Prepare Prevailing Wage Reports.

• Performs detailed account analysis for project budgets. Develops projections and recommendations for budgetary planning based on expenditure patterns, long term financial requirements and contract changes.
• Reviews budget appropriations, expenses and revenues ensuring balanced project and division budgets, and verifying/reconciling the accuracy and availability of funds.
• Prepares contract bid documents for professional project management and inspection services. Assists in the preparation of technical specifications.
• Compiles the administrative expense report.
• Creates performance measures report and retainage report.
• Processes invoices for payment.
• Requests journal entries when/if needed.
• Corresponds with internal government employees and vendors.
• Reviews the quarterly monitoring book and creates reports with any updated information to send to Fiscal Department.
• Scans documents and creates memos or letters.
• Maintains liaison with other government agencies, professionals and contractors.
• Oversees project files, examining permits and other documentation, while monitoring file contents. Reviews project special conditions and permit expiration dates.
• Processes the invoices for services performed by Contracted Firms and Agencies.
• Records for Daily Treasurer s Report. Reviews Budget Appropriations. Expenses and Revenues.
• Assists in developing contracts and prepares contract bid documents.
• Prepares by-weekly payroll report, monthly leave records, and orders the office supplies for the division as assigned.
• Reviews, Approves, and Prepares Prevailing Wage Reports.
• Utilizes modern financial, project management, and tracking software program(s)
• Performs other related job duties as assigned.

Education and Experience:

Associate degree in Business. Three (3) years of administrative experience in a business environment; or an equivalent combination of education, experience and training.

Licenses or Certifications:

Must possess a valid driver's license.

Special Requirements/Qualifications:

Work is subject to interruptions and inflexible deadlines.

Knowledge, Skills and Abilities:

• Knowledge of the methods and procedures of contract administration as applied to the maintenance and operation of contract files and documents.
• Knowledge of modern office procedures and practices including the operation of computers, software, office equipment, Microsoft Word, Excel, Outlook, PowerPoint, and SharePoint.
• Ability to carry out daily assignments, follow through on matters, and use independent judgment and training to take appropriate actions to deal with standard recurring situations.
• Ability to monitor fiscal and contractual actions for authorization compliance.
• Ability to communicate effectively orally and in writing.
• Ability to establish and maintain effective working relationships with others encountered in the work.
• Ability to learn & use modern financial, project management, and tracking software program(s).
• Ability to compile data verify its accuracy and prepare reports.

PHYSICAL DEMANDS

The work is sedentary with frequent periods of light physical activity. Typical positions require workers to walk or stand for long periods; lift and carry up to 20 pounds; climb stairs, bend, reach, hold, grasp and turn objects; use fingers to operate computer or typewriter keyboards; speak normally and to use normal or aided vision and hearing.

WORK ENVIRONMENT

Principal duties of this job are performance in a general office environment.

Department/Division: Public Works Utilities/Technical Support

Pay Grade: 110

FLSA Status: Non-Exempt

Telework Eligible: Yes

Reports To: Program Manager

Supervises: None