Construction Documents Technician

Santa Barbara USD • Santa Barbara, CA

6d • Onsite

About The Position

To assist with preparation, control, and storage of documents for construction and modernization projects. This is a full-time, non-exempt position reporting to the Director of Facilities & Modernization. The role involves ensuring accurate and timely preparation and dissemination of legal documents, contracts, board agendas, manuals, and specifications. It also includes maintaining archives of project-related documents, assisting the Project Management team with document control and meetings, developing tracking forms and processes, distributing plans and specifications, assisting with change orders, processing requisitions and invoices, maintaining records, and preparing reports. The position also involves greeting visitors and maintaining punctual attendance. Additional duties may be assigned.

Requirements

• Graduation from high school
• Two (2) years of clerical experience involving contracts, legal documents or construction trades.
• Working knowledge of construction documents and district, state or federal requirements for document and record retention.
• Knowledge of automated financial systems such as Escape, QSS, MUNIS, PeopleSoft, etc., as well as other proprietary or mass market software applications commonly used in K12 public education environments.
• Working knowledge of MS Office and Google Suite.
• Knowledge of record keeping, filing, electronic document filing and retrieval.
• Ability to interpret, apply and explain rules, regulations, policies and procedures.
• Ability to operate a computer and other contemporary office equipment.
• Ability to establish and maintain productive working relationships with school site staff and District staff.
• Ability to collaborate with others on assigned projects or initiatives; maintain positive working relationships with District staff, contractors, architects, and consultants.
• Ability to plan, prioritize and organize multiple tasks and workloads.
• Ability to use appropriate telephone and email etiquette.
• Ability to use appropriate English grammar, spelling, punctuation and business vocabulary.
• Ability to work with limited supervision and make appropriate decisions under deadline pressure.
• Ability to understand and follow verbal and written directions.
• Ability to meet schedules and timelines.
• Successful passage of written or performance assessment.

Responsibilities

• Ensure that all legal documents, contracts, board agendas, manuals, and specifications are prepared accurately and disseminated on a timely basis.
• Maintain archives of all contracts, plans, drawings, bids, legal documents, public notices and specifications.
• Assist Project Management team with document control, bid openings, meetings and scheduling.
• Develop forms and processes required for tracking of construction projects.
• Prepare documents, folders and bid proposals for distribution to contractors or individuals; distribute plans and specifications as required.
• Assist with preparation and distribution of change order documents.
• Enter requisitions for purchases of goods or services; review and process invoices for services.
• Maintain a variety of complex records, logs and files; electronically store and retrieve documents as required.
• Prepare reports, memoranda, schedules, and lists from straight copy, rough draft or oral instructions.
• Greet and assist visitors to the department.
• Maintain punctual and consistent attendance.
• Perform related duties as assigned and assist other staff as required.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED