Administrative Assistant II, Construction Services (226 Days)
About The Position
Organize and process construction and professional services contracts for the Bond Program with an emphasis on prioritizing tasks and time Compose and process technology contracts and customized supplemental service agreements for the Bond Program with an emphasis on prioritizing tasks and time Interact with the program manager(s) by using workflow and protocol Knowledge of various contract forms that monitor compliance Ensure the proper processing of District forms Process check requests for the Bond Program such as but not limited to, government agencies, attorney fees, and other operational areas Assist with the organization and management of contract and payment files Perform requisition entry and receiving for the Bond Program Time and date stamp all insurance certificates received through the mail and forward to Risk Management Respond to payment and performance bond requests from contractors and sub-contractors Offer clerical assistance as needed for procurement and operations Provide Notary Public services as needed for procurement and operations Assist with reception desk, phone system, scheduling of conference rooms, and meetings as needed Help with distribution of incoming mail and preparation of outgoing mail Participate in the quality control and review of invoices for Construction Services- Accounts Payable Respond to inquiries from employees and/or the public in an accurate, knowledgeable, and efficient manner Advise supervisor of all inquiries that cannot be personally handled Provide regular feedback to supervisor regarding the status of projects or issues Maintain and adhere to ethical business practices Perform all other tasks and duties as assigned
Requirements
- High School Diploma from an accredited school (USA equivalent) with related training
- Five years of related experience and/or training or equivalent combination of education and experience (Associate or bachelor's degree preferred from an accredited university (USA equivalent)
- Computer skills, specifically, familiarity with Microsoft Windows, Microsoft Office Professional, and statistical accounting software application
- Effective interpersonal skills to interact with all levels of employees, staff members, and the general public
- Must be a task-oriented self-starter with the ability to perform with a high degree of accuracy
- Planning, problem-solving and investigative skills as required to research inquiries
- Ability to coordinate multiple projects and assignments with a high degree of flexibility is required
Nice To Haves
- Associate's degree from an accredited university (USA equivalent) in a related field preferred
Responsibilities
- Organize and process construction and professional services contracts
- Compose and process technology contracts and customized supplemental service agreements
- Interact with the program manager(s) by using workflow and protocol
- Ensure the proper processing of District forms
- Process check requests for the Bond Program
- Assist with the organization and management of contract and payment files
- Perform requisition entry and receiving for the Bond Program
- Time and date stamp all insurance certificates received through the mail and forward to Risk Management
- Respond to payment and performance bond requests from contractors and sub-contractors
- Offer clerical assistance as needed for procurement and operations
- Provide Notary Public services as needed for procurement and operations
- Assist with reception desk, phone system, scheduling of conference rooms, and meetings as needed
- Help with distribution of incoming mail and preparation of outgoing mail
- Participate in the quality control and review of invoices for Construction Services- Accounts Payable
- Respond to inquiries from employees and/or the public
- Advise supervisor of all inquiries that cannot be personally handled
- Provide regular feedback to supervisor regarding the status of projects or issues
- Maintain and adhere to ethical business practices
- Perform all other tasks and duties as assigned
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Industry
Executive, Legislative, and Other General Government Support
Education Level
High school or GED
