Project Assistant I - AIT

Summary:

The Project Assistant provides project and administrative support to facilitate the planning, coordinating, scheduling, and cost accounting of Federal/Private construction and environmental remediation contracts to ensure that the goals/objectives of projects are accomplished within a prescribed time frame and funding parameters. Coordinate/perform administrative and logistical support services for a specific person or group (i.e., company executive, division, department, etc.).

The pay range for this position is $27.80-$33.51/hour and includes a comprehensive and competitive benefits package.

Essential Duties and Responsibilities: (including but not limited to)

• Assist with administrative projects and perform duties such as, but not limited to: welcoming on-site visitors, organizing and maintaining office area to present a professional appearance, ensuring marketing materials and other informational literature are current and available, answering telephone calls and routing calls and messages appropriately and other miscellaneous duties.
• Coordinate arrangements of travel, hotel, car reservations and preparation of itineraries with the appropriate travel staff
• Compose and/or edit letters, memos, reports, procedures, etc., as required by Project Manager/Project Staff for signature/approval
• Act as a liaison between the Project Manager/Project Staff and others, such as other departments, external contacts, clients, etc. May be required to arrange meetings, clarify and resolve problems, coordinate work, and maintain working relationships
• Oversee and/or process day-to-day administrative items (i.e., expense reports, supply requisitions, personnel transaction forms, operating budgets, etc.) per supervisor's authorization
• Prepare special reports, statistical analysis, etc., per the supervisor's request
• Perform project-related research, development, and/or interpretation of data and need to be performed with little supervision or instruction
• Assist senior staff members in processing vendor/subcontractor invoices for payment by making comparisons to purchase orders/subcontract, material receiving reports to verify quantities, prices, payment terms, and freight charges
• Assist senior staff members in coding, purchase orders, subcontractor invoices, costs, quantities, and actual expenditures for input into the cost collection system
• Review field crew time sheets for accurate project coding, labor categories, and time collection; process per diem based on contract accepted rates; and process and code weekly expense reports
• Coordinate delivery requirements with vendor and supervisor. Interface with PMs, accounting, and vendors to clarify invoice problems, prepare bank charges, etc.
• Perform any other duties as assigned by management

Level Specific Responsibilities: (may include but not limited to)

Level – I

• Provide client assistance to project managers
• Engage program and project managers for task assignments
• Execute assigned tasks in accordance with work plans and direction from higher-level staff

Level – II

• Provide client assistance to project managers
• Engage program and project managers for task assignments
• Execute assigned tasks in accordance with work plans and direction from higher-level staff;
• Project assistance to program and project managers; schedule and budget on assigned tasks

Level – III

• Provide client assistance to project managers
• Engage program and project managers for task assignments
• Execute assigned tasks in accordance with work plans and direction from higher-level staff
• Project assistance to program and project managers
• Schedule and budget on assigned tasks
• Assist with task order and project bid proposals

Minimum Qualifications

All levels:

• High School Diploma or equivalent
• Proficient computer skills using Microsoft Office Suite including Word, Excel, and Outlook
• Working knowledge of construction and environmental industries
• Solid knowledge of general office procedures and equipment
• Solid knowledge of converting paper data into a computerized form, keeping integrity intact
• Working knowledge of bookkeeping tasks
• Exceptional attention to detail with proven interpersonal skill
• Strong organizational skills and the ability to independently prioritize workload and tasks to optimize production

Level - I

• One (1) to Three (3) years of relevant working experience, specialized training, and/or a degree may be substituted for work experience

Level - II

• Three (3) to Five (5) years of relevant working experience, specialized training, and/or a degree may be substituted for work experience

Level - III

• Five (5) to Seven (7) years of relevant working experience, specialized training, and/or a degree may be substituted for work experience

Preferred Qualifications

• Associate degree in Accounting, Business Administration, or related discipline
• Willingness to work occasional overtime
• Experience with Federal contracting
• Previous work experience in construction business/industry
• Experience and knowledge of Alaska Native cultures

Core Competencies:

• Technical Writing - Ability to prepare technical communications, documentation, regulatory forms, and correspondence.
• Self-motivated - Ability to be internally inspired to perform a task to the best of one’s ability using his or her own drive or initiative.
• Communication - Ability to communicate effectively with others using the spoken word. Ability to communicate in writing clearly and concisely.
• Time Management - Ability to work in a high-paced, demanding work environment, deadline-driven schedules with the ability to organize work priorities.
• Goal Oriented - Ability to focus on a goal and obtain a pre-determined result.
• Accuracy - Ability to perform work accurately and thoroughly.
• Confidentiality - Ability to preserve confidential information.
• Cooperation - Capable of working independently as well as with varying levels of personnel and work disciplines to accomplish a team atmosphere.

Shareholder Preference:

Pursuant to PL 93-638, as amended, preference will be given to qualified Ahtna Native Corporation Shareholders, Descendants, and Spouses in all phases of employment.

Working Environment:

Generally, an indoor office environment with frequent interruptions, often noisy, high-paced atmosphere with tendencies of having an extremely heavy workload. While outdoors may be subject to site conditions, changes in temperature, weather conditions, and noise levels.

Physical Demands (including but not limited to):

Frequent sitting for prolonged periods of time, using hands/fingers requiring dexterity and coordination to handle files and single pieces of paper, reaching with hands and arms for items above and below desk level, talking, hearing, and seeing (up close, at a distance, along the periphery, with depth perception, and the ability to adjust focus); walking from place to place within the office with occasional use of stairs and no elevator available; bending, pushing, pulling, and standing for up to 2 hours; occasional lifting of up to 25 pounds such as small office equipment, files, stacks of paper, reference and other materials.

Work is generally performed in an office setting with the ability to speak and receive phone communications often. Work requires computer usage with strength, dexterity, coordination, and visual acuity to use a keyboard, video display terminal, and other office equipment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Schedule: Monday – Friday, hours based on business/operational needs

Experience

• 1 year(s): • Working knowledge of construction and environmental industries • Solid knowledge of general office procedures and equipment • Solid knowledge of converting paper data into a computerized form, keeping integrity intact • Working knowledge of bookkeeping tasks • Exceptional attention to detail with proven interpersonal skill • Strong organizational skills and the ability to independently prioritize workload and tasks Level - I • One (1) to Three (3) years of relevant working experience

Education

• High School Diploma/GED or better

Skills

• MS Office

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)