Project Assistant - Hybrid

Closing Date: 2/27/2025 or upon the receipt of the first 50 application submissions Project Assistant – Hybrid Facilities Management, AE&ES Section Pay Range: $24.52 – $28.44   Job Summary:  The objective of this position is to provide direct administrative and project compliance support to AE&ES Project Managers through system administration, as well as contract administration and tracking. Additionally, responsibilities will include other project management functions such as TBE and residency compliance management, performance management, reporting, processing of project documents, and training and quality assurance. This position requires a collaborative work style, a high level of organizational skill, and the ability to prioritize/multi-task in a fast-paced environment.   Essential Responsibilities: Internal system administration, training, and support for project management software - Perform system administration using various project management software systems to generate, track and monitor project records. Review, analyze, and prepare reports showing status and performance to date from project planning through closeout. Trouble shoot software issues and create service requests. Train internal and external staff on software systems used in project management.  Contract administration - Create, review, process and maintain construction and professional service consulting contracts. Oversee the coordination, execution, and tracking of construction and professional services contracts. Obtain, verify, and maintain contract liability insurance documents. Ensure proper contract financial coding. Verify project balances. Obtain approval on TBE forms. Project and work management coordination - Provide AE&ES staff with support and training, including but not limited to the following: B2GNow contract payment and TBE participation compliance tracking; LCP Tracker contract payment certification and residency goal tracking; Bid Express electronic bidding; DocuSign electronic signature processing; Infor Cloud Suite project and budget financials; Perform payment and document processing and follow up; Initiate phase 1 of project closeout; Act as liaison between internal and external project participants. Monitor contract compliance with local, state, and federal regulations -Coordinate/communicate with Contractors and Consultants, including responsibility for conducting contractor pre-qualification screenings. Monitor contracts for compliance with state, federal and county ordinances, resolutions, and other relevant administrative regulations. Direct Contractors and Consultants utilizing B2GNow and LCP Tracker to ensure system access and user competency. Enforce and attain full project compliance, verify subcontractors, and complete audits (in collaboration with other departments). Specification writing - Organization and preparation of project specification manual; development of non-technical project specifications. Administrative Manual of Operating Procedure (AMOP) training and creation in collaboration with internal staff - Provide guidance, training, and direction as to best practices (for both internal and external staff) to ensure consistency and efficiency across all systems and project-related documents. Enforce and develop Standard Operating Procedures to meet County objectives and ensure compliance; review and revise existing procedures as needed. Administrative support - Provide backup support for administrative staff while delivering superior customer service. Ensure submittal deadlines are met, assume responsibility for Quality Assurance / Quality Control of services and work products, perform electronic filing.  Other duties as assigned Minimum Requirements: Current residency within the State of Wisconsin required A valid Wisconsin Driver’s license required and must be maintained throughout employment. Associate degree in Business, Communications, Project Management, or related field. At least One (1) or more years of related experience in Project Management/Contract Management.   Technology, Systems and Software Knowledge required to perform the job: Microsoft Office products, word processing, spreadsheets, Power Point, One Note, Outlook, Skype. ORACLE Unifier Project Management System Administrator for AE&ES users. B2GNOW contract payment compliance tracking, LCPTracker contract payment certification. Bid Express electronic bidding, Infor Cloud suite Financials, DocuSign electronic signature.   Knowledge, Skills, and Abilities: This position requires an ability to follow contractual and purchasing agreement requirements, to utilize electronic spreadsheets for budget and expense tracking, and the ability to interpret material and labor billings according to actual work performed. Superior organizational skill, highly collaborative work style, and the ability to prioritize/multi-task are a must for this position. Must have thorough knowledge of and skill with MS Office and experience in data input and analysis using spreadsheets. Experience with software incorporating business process workflows desired.   This role is an ARPA funded role.   NOTE:  This ORIGINAL APPLICATION is open to qualified residents of the State of Wisconsin at the time of application. Candidates need to submit a full account of their training and experience (i.e., by submitting an up-to-date resume or by fully completing the application) during the application process and may also be asked to take additional written or performance tests as part of the selection process.   APPLICANTS MUST POSSESS MINIMUM QUALIFICATIONS AT TIME OF FILING APPLICATION

Salary : $25 - $28