Description

Position Summary
Under general direction of the Director of Engineering Contracts, performs technical work related to preparation of contract documents, requests for proposals and formal bids, and administration of professional services agreements and construction contracts. May act as a liaison between District staff and professional consulting engineering firms or construction contractors. May serve as a contract administrative assistant to project engineers on design and construction projects. Maintains detailed and accurate records of contract compensation invoices, progress payments, status and schedules. Communicates with other District departments regarding engineering contracts. Performs related work as required.

Applicants must apply online and submit the following documents at the time of application:
1. GGBHTD Online Employment Application
 
2. Resume (Scan and attach as PDF to your online application) 

3. Applicants who do not possess the required bachelor's degree stated below should attach a written statement supporting qualifying experience (Scan and attach as PDF to your online application)   

Application Review Dates:
1st Review Date:    October 25, 2024 (Friday) 
2nd Review Date:  November 8, 2024 (Friday)     

Essential Responsibilities
Assists in preparation of requests for proposals and formal bids, professional services agreements, and construction contract documents
Assists with the preparation of contract amendments and contract change orders
Performs invoice reviews and confirms invoices comply with contract requirements
Reviews contractors' certified payrolls for compliance with contract requirements; performs labor and Small Business Enterprise / Disadvantaged Business Enterprise (SBE/DBE) compliance duties, such as, but not limited to, verifying certified payrolls with inspection daily diaries, performing contractor and sub-contractor employee interviews, verifying on-site postings of Federal and State required notices, keeping current records of Federal and State Wage Determination changes
Assists with the review of extra work bills from contractors
Assists with maintaining Engineering Department budgeting and accounting records
Types correspondence, reports, forms and specialized documents related to the engineering contracts
Researches information on the Internet and in the electronic and hard copy files for government rules, regulations and codes, historical information and certified documents
Composes contract correspondence
Assists with compiling Daily Diaries, matching them to their respective Extra Work Bills and entering the information onto a spreadsheet
Prepares spreadsheets and reports for project status, summary of submitted invoices, requests for anticipated budget increases, etc.
Establishes and maintains effective working relationships with District employees, customers, vendors and all others contacted during the course of work using principles of excellent customer service
Performs additional related duties as assigned
Regular and reliable performance and attendance is required
 

Minimum Qualifications
Education and/or Experience: 

A combination of college level training and position related experience equivalent to:

A Bachelor of Science degree in Business Accounting or Construction Management. Additional public works contract administration experience may be substituted for education and training on a year-for-year basis
Five years office contract and administration duties with an engineering or construction related company; experience in verifying invoices in varied forms; working experience in technical and legal document editing
Five years of recent administrative experience requiring the use of initiative and independent judgment
Demonstrated proficiency in using advanced word processing and basic spreadsheet functions

Physical Requirement: 

Mobility to work in a typical office setting. Vision to read printed materials and a computer screen. Hearing and speech to communicate in person and over the telephone. Routine use of computer, telephone and other office equipment. Ability to travel to District facilities.

Required Knowledge, Skills and Abilities

Working knowledge of:

Engineering office and construction contract administration principles, practices, and terminology
Office practices and procedures, including record keeping, report preparation, filing methods, and the operation of common office equipment
Applicable federal, state and District laws, codes, regulations and policies related to public works contracts

Ability to:

Maintain confidentiality and appropriately protect information and documents
Work effectively as a team member
Maintain records, compile reports and make accurate mathematical calculations
Prepare and maintain detailed and accurate records and reports
Establish and maintain effective working relationships with District and contractors' staff, consulting engineers
Stay organized, to set priorities and to meet critical deadlines
Use initiative and exercise sound judgment within established guidelines
Rapidly learn the policies and procedures related to the work, including District standard conditions and special provisions for construction contracts
Use personal/network computers and current software
Follow the safety and health rules and safe working practices applicable to the job