Job Title: Administrative Assistant - Construction Wage/Hour Status: NonexemptReports to: Director of Construction Pay Grade: CP6Dept./School: ConstructionAnnual Work Days: 226 Fund: Bond**This position is bond-funded; therefore, annual employment is contingent each year upon the availability of the necessary funds. Primary Purpose: Provide administrative support to the Construction Department staff.Qualifications:Education/Certification:
- High school diploma or GED
Special Knowledge/Skills:
- Excellent time management, organization, and communication skills
- Ability to use software to develop spreadsheets, databases, and do word processing
- Maintain confidentiality of personnel and district information
- Ability to multitask
- Effective organizational, communication, and interpersonal skills
- Ability to maintain accurate and auditable records
- Ability to follow verbal and written instructions
- Ability to perform a variety of tasks often changing assignment on short notice
Experience:
- Three years administrative experience required, preferably in a construction environment
- Familiarity with the K-12 construction industry is desired, but not required
Major Responsibilities and Duties:
Execute clerical and general office duties such as setting up filing systems, data entry, typing, copying, ordering office supplies, and other administrative tasks for special projects as requested.Assist Project Managers and Bond Specialist with furnishings, fixed equipment, and other separately held contracts for each project.Prepare correspondence including memoranda, letters, meeting minutes, transmittals, etc. for department staff and handle distribution of the same as may be required. Perform reference checks for construction projects as necessary.Receive, reconcile, scan, and archive all documents at the time of services for projects in a manner that allows for easy viewing and retrieval.Assist with project close-out process including permanent utility coordination with maintenance.Assist with the processing of all Public Information Requests.Transmit bid bonds, payment and performance bonds, and certificates of insurance from General Contractors to the district insurance office.Process lien notices for projects.Process contractor badge requests and administer the badging process for the departments.Maintain an updated master directory and call list of consultants, architects, engineers, contractors, and key vendors.Reception and Phones
Perform secretarial and receptionist duties, including screening and greeting visitors, receiving phone calls, and recording messages. Schedule meetings and ensure the accuracy of the department calendar with special detail to double bookings, meeting cancellations, and time allowance between meetings.Respond to routine inquiries from the staff, the public, and outside agencies and refer to appropriate personnel.Process office mail received and its required distribution.Assist with planning and coordinating special events such as employee appreciation and holiday celebrations to include set-up and clean-up of the conference room before and after events.Accounting and Inventory
Responsible for ordering and keeping the office supplies stocked. Other
Maintain confidentiality.Perform other duties as assigned by the Director of Construction and Construction Manager.Follow district safety protocols and emergency procedures.General Employee Requirements:
- Quality of Work - complete assignments meeting quality standards, to include accuracy, neatness, thoroughness and adherence to standards and safety rules.
- Quantity of Work - demonstrate the ability to manage several responsibilities simultaneously, perform work in a productive and timely manner, and meet work schedules.
- Work Habits - display a positive, cooperative attitude toward work assignments, working diligently to accomplish tasks assigned.
- Communication - communicate in a positive manner with others, to include listening and responding appropriately, expressing ideas orally and in writing in a manner that helps build a positive climate for the organization.
- Dependability - adhere to time frames, monitor projects and exercise follow-through, be on time for meetings and appointments, and respond appropriately to instructions and procedures.
- Cooperation - work well with co-workers and supervisors as a contributing team member, demonstrate consideration of and maintain rapport with others, and help others willingly.
- Initiative - seek and assume greater responsibility, monitor projects independently as required, and follow through appropriately.
- Adaptability - adjust well to any change in duties, procedures, supervisors or work environment, accept new ideas and approaches to work, and respond appropriately to constructive criticism and suggestions for work improvement.
- Judgment - effectively analyze problems, determine appropriate action for solutions, and use logical thinking to exhibit timely and decisive action.
- Attendance - attend work on a consistent basis, taking care to consider the use and number of absences in accordance with policy so that the organization is not negatively impacted.
- Punctuality - arrive to work and depart from work according to department and district requirements
Supervisory Responsibilities: None.Mental Demands/Physical Demands/Environmental Factors:Tools/Equipment Used: Standard office equipment including personal computer and peripheralsPosture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twistingMotion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reachingLifting: Occasional light lifting and carrying (less than 15 pounds)Environment: May work prolonged or irregular hoursMental Demands: Work with frequent interruptions; maintain emotional control under stress