Project Administrator
Facilities & Environmental Services

Full-Time, Non-Exempt, Pay Grade 14

The Project Administrator performs difficult professional and administrative work as an assistant for the Project Management Division of the Facilities and Environmental Services department. Incumbent is assigned specific program or project responsibility; does related work as required. Work is performed under the general direction of the supervisor. Significant amount of collaboration with Senior Project Managers, Project Managers and Management Analyst II. Essential functions include and are not limited to the following:

• Creates contracts in collaboration with Project Manager with includes: the initial calculating of contract dates, reviewing of items, unit prices, contract amounts, verification of forms, insurance, and bonds;
• Creates and tracks change orders in collaboration with Project Managers; ensures that the initial review of change orders is conducted, that the cost is accurate, reviews all specifications, and makes the determination that all correct forms are in place;
• Prepares project close-out logs and receives and process project close-out items;
• Works with Project Managers to keep project workbooks up to date and reviews workbooks for accuracy;
• Logs project charged invoices and change orders in division SharePoint workbooks;
• Assists Project Managers with front end documents for project manuals
• Tracks all Key Performance Indicators within the budgets for all projects;
• BSO (Buy Speed On-Line) processing for project related invoices; logs and processes requisitions and purchase order requests;
• Directs warranty related items to appropriate contractors;
• Produces and assists with division quarterly report for Board Of Supervisors meeting; Assists Chief with preparing related executive summaries;
• Creates and maintains division Plan of the Week;
• Manages Project Management Division weekly meeting calendar; schedules meetings as appropriate with all stakeholders;
• Coordinates with division Management Analyst on financial items, strategic planning, monthly CIP report, and other items as identified by Chief of Project Management Division;
• In collaboration with Management Analyst II, performs office administrative functions such as; preparing and processing paperwork for new employees, updating division voicemail, distributing division mail, coordinating and scheduling department activities and training, assisting with updating or creating Standard Operating Procedures;
• Prepares a variety of documents. Formats, edits, updates and distributes as required. May prepare agendas and other documentation for meetings, including meeting minutes;
• May serve on special and/or regular teams, committees, and Special projects as assigned by Chief and Director.

QUALIFICATIONS:  Any combination of education and experience equivalent to graduation from an accredited four-year college or university with major work in business or public administration; three to five years experience of a responsible nature in the area assigned, including some supervisory experience. Considerable experience using personal computer and mainframe applications.

Comprehensive knowledge of standard office practices, procedures, equipment and clerical techniques. Thorough knowledge of departmental functions, organization, and policies. Ability to make difficult arithmetic calculations. Ability to lay out and type complex forms and tables. Comprehensive knowledge of business English and spelling. Ability to establish and maintain effective working relationships with employees and the public, as well as government officials. Basic to Intermediate level proficiency in office-related software. Intermediate level proficiency in County or Department-specific databases (e.g.SASI). Ability to use a variety of office equipment, including computer, copier, postage meter, Fax, printer, multiple-line phone, paper folder, laminator, projector, and scanner.

PHYSICAL CONDITIONS AND NATURE OF WORK CONTACTS:  Some contacts are made with individuals from other internal units or outside organizations or the general public for purposes of exchanging information which may require some judgment or interpretation. Communication is usually cooperative in nature with infrequent conflicts resolved by higher authority. Conducts work in a sitting position; however, job requires frequent standing, walking, bending, stooping and light lifting. Requires frequent operation of a variety of office machines.

SALARY:  Hiring Range: $19.97 - $23.97/ per hour based on experience, education and internal equity.             

                Internal candidates will receive pay adjustments in accordance with Local Government Personnel Policy, §P-60.

DEADLINE FOR APPLICATIONS:    6/22/2017