Job Responsibilities

This position is accountable for supervising and coordinating the administrative support services within the
Bureau of Construction to facilitate the performance of the Bureau of Construction’s primary function of
construction supervision. Such duties include personnel supervision, budgetary and equipment management,
inventory and commodity control, and record retention and management.

Maintenance of vehicles in Bureau of Construction: approx. 200 vehicles
Annual volume of Bureau of Construction’s records: approx. 600 new job boxes
Annual Bureau of Construction’s budget: approx. $300K

This position reports to the Administrative Control Manager. Reporting to this position are the Construction
Vehicle and Inventory Manager, Inventory Control Technician, Administrative Technician, Office Coordinator,
Office Assistant, and Office Occupations Trainee.

The continuous high volume of construction activity within the district, 300 - 400 construction projects
simultaneously, creates unusual problems in estimating personnel requirements, assignment of equipment and
vehicles to the various projects and maintenance of contracting schedules.

Typical problems encountered by the incumbent include developing the documentation to support budget
submittals on the basis of program requirements and historical expenditure data in the manner in which approved
funds are allocated to the various sections within the Bureau of Construction; assuring that purchasing requests
reflect approved budget allotments and are in compliance with established procurement regulations; obtaining
the necessary information for superior performance of contractors awards; maintaining an accurate record of the
locations for over 3,000 boxes containing construction contracts records; reviewing needs within the Bureau of
Construction; and designating courses and developing schedules for the department’s continuing education
program for approximately 300 construction employees. The greatest challenges are properly evaluating
available resources in relation to program requirements and distributing the available asset amounts of the
construction projects to facilitate project completion.

The incumbent personally assembles and develops proper documentation for the Bureau of Construction’s
budgetary estimates. The incumbent continuously evaluates equipment and vehicle usage and makes
assignments to improve efficiency. The incumbent ensures construction vehicle users have extended liability
insurance in place, that accidents are reported properly, and monitors WEX card expenses. The incumbent
registers technical candidates for training and supervises clerical staff. The incumbent prepares requisitions for
and maintains control over commodities and equipment and procures equipment in BidBuy. The incumbent
distributes contractor evaluation reports, projects annual personnel needs, manages over 200 vehicles, and
organizes major meetings for the Bureau of Construction, including pre-bid meetings and the
Construction/Materials Seminar. The incumbent maintains the record retention area so that recovery of specific
records is efficient. The incumbent oversees the Contractor of the Year applications.

Job Responsibilities Continued

The incumbent accomplishes accountabilities through the following staff:

Construction Vehicle and Inventory Manager who is accountable for the inventory and maintenance of Bureau
of Construction fleet and field equipment; gas expenses submissions and reporting; as well as record retention
management in accordance with established policies, standards, and best practices.

Inventory Control Technician who is accountable for maintaining and organizing the office storage operations for
the Bureau of Construction. The incumbent provides coordination and support between the Construction
Services Section and construction field staff.

Administrative Technician who is accountable for assisting the Bureau Chief of Construction by performing a
variety of administrative functions.

Office Coordinator who is accountable for performing a wide variety of technical, secretarial, and office support
functions.

Office Assistant who is accountable for processing and maintaining records for the Bureau of Construction field
personnel concerning time, equipment, etc.

Office Occupations Trainee who is accountable for performing a variety of office duties while a participant in an
on-the-job office occupation training program.

Within general policy guidelines, the incumbent exercises considerable independent judgment on matters
relating to planning, forecasting, and executing the Bureau of Construction budget in the function of performing
the accountabilities for this position.

The incumbent maintains close internal contact with the Bureau of Construction’s construction area supervising
engineers, construction administrative team, resident engineers, inspectors, and staff in the Bureau of Finance
and Administration, Bureau of Business Services, central office, and Central Management Services (CMS)
garages. External contacts include personnel with various equipment manufacturers and vendors. Occasional
districtwide travel and overtime is required.

The effectiveness of this position is measured by the assistance delivered to field staff in the completion of the
district’s construction program through the efficient utilization of equipment, and prompt processing of
construction contracts correspondence.

Principal Accountabilities

1. Provides adequate documentation for the Bureau of Construction’s budgetary submittals.
2. Distributes available funds among the various sections in an efficient and adequate manner.
3. Makes Bureau of Construction requisitions orders and procures equipment in BidBuy.
4. Ensures that data entry for AMP is accurate and timely.
5. Monitors equipment/vehicles usage, costs, and maintenance. Provides annual vehicle inspection.
6. Ensures that construction vehicle users have extended liability insurance in place and that accidents are reported properly.
7. Monitors expenses for WEX cards.
8. Provides safety orientation for new field employees.
9. Manages travel and education reimbursements.
10. Maintains the record retention area in a manner that allows efficient recovery of specific records when required.
11. Oversees Contractor of the Year applications.
12. Cooperates with Bureau of Materials in organizing annual Construction-Materials seminar.
13. Performs duties in compliance with departmental safety rules. Performs all duties in a manner conducive to the fair and equitable treatment of all employees.
14. Performs other duties as assigned.

Qualifications

Position Requirements
• Education/Experience:
o Completion of a bachelor's degree majoring in business, logistics, public administration, business, or construction management PLUS
two years of experience in business, logistics, public administration, construction management, or a combination thereof; OR
o Eight years of experience in business, logistics, public administration, construction management; or a combination thereof.
• Valid driver’s license.
• Occasional districtwide travel and overtime.
• Ability to lift 20 lbs.
• Successful completion of a background screening.

Position Desirables
• Ability to plan, organize, and execute administrative and technical program requirements.
• Ability to apply analytical procedures and techniques in problem solving.
• Ability to effectively utilize a variety of computer programs.
• Strong oral and written communications skills.
• Experience planning, managing, and forecasting budgets.
• Experience managing equipment and vehicles/fleets.
• Ability to lift heavy loads up to 50 pounds.