Construction Project Specialist

POSITION SUMMARY

The incumbent in this position is responsible for providing design and construction project management support and administrative support to the Facilities Design and Construction Department. The position will perform clerical and bookkeeping functions, processing and tracking invoices for payment, data entry, expediting communication within the department, and responding to requests from Department Heads, Managers, co-workers, vendors and the general public. The position will also coordinate and provide communication, project management, oversight, and monitoring during the design, procurement, and construction phases of projects.

External contacts include Professional Architects, Engineers, Surveyors, and Contractors, Utility Providers, various County Departments and the general public.

Work is typically performed in an office environment and may require bending, stooping, walking, stretching, and lifting objects weighing up to 25 pounds. Some of the work may require site visitations where the employee is required to bend, crouch, or climb ladders and is exposed to dust, dirt, construction machinery, noise and cold or inclement weather.

Ability to read, write, and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent and sufficient experience to understand the basic principles relevant to the major duties of the position. Three to five years previous experience relative to the position is preferred. Excellent interpersonal skills and computer experience is required. Sufficient experience to understand and resolve simple and complex problems usually associated with the work carried out by the departments’ personnel. Experience in municipality type work is a plus. Experience in construction or building related work is preferred. Possession of or ability to readily obtain a valid driver’s license is required.

PRINCIPAL ACCOUNTABILITIES

• Coordinates, manages, and administers office, clerical, and construction project activities for the Department Director, Construction Project Managers, and Field Representatives.
• Receives phone calls, messages, and emails related to construction project documentation and forwards or files these for the appropriate project.
• Prepares, types, and processes agenda items, purchase orders, AIA construction contracts and change orders, invoices, meeting minutes, schedules, and various other coordination items within construction projects.
• Dispatches, receives information, and coordinates efforts between co-workers and other County departments.
• Performs various office tasks including creating and maintaining files, database maintenance, maintaining office supplies/field supplies and kits, preparing for meetings, assisting in reconciling project budgets, creating presentations, and distributes inter-office mail.
• Updates project status reports, project budgets, department budgets, and other department documents as assigned.
• Processes timesheets, credit card reconciliations, applications, and invoices.
• Attend meetings to document and manage various construction projects.
• Communicates schedule requirements, shop drawings, correspondence, quality control tests, job safety, site security and payment procedures with appropriate individuals.
• Performs other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of County policies and procedures.
• Knowledge of construction principles of buildings, various groups in a building process, and related government agencies.
• Knowledge of various computer applications such as word processing, spreadsheets, presentation materials, and accounting software.
• Knowledge of clerical and bookkeeping techniques including software to support these functions.
• Skill in dealing courteously and effectively with county staff, professional architects and engineering firms, contractors, and various other community persons and officials.
• Skill in organizing and scheduling work.
• Skill in operating a computer, copier, large scale plotter, and various other office equipment.
• Knowledge of construction techniques and contracting procedures.
• Skill in reviewing plans, technical specifications, and contracts.

DESIRABLE TRAINING AND EXPERIENCE

Graduation from high school or equivalent education is required; Degree in Business Administration, Management, Finance, or related field preferred. A minimum of five years’ experience in a similar position is required with targeted experience in architecture, engineering, or construction preferred. A combination of education, training and relevant experience which provides the required knowledge, skills and abilities to successfully perform the functions of the job may substitute for the experience requirement.

Proficient with Microsoft Outlook, Word, Excel, and Project.

A valid state driver’s license is required.

A combination of education and/or work experience may be substituted for minimum requirements.