Construction Documents Technician

Santa Barbara USD • Santa Barbara, CA

8d

About The Position

The Construction Documents Technician assists with the preparation, control, and storage of documents for construction and modernization projects. The position is based in the Facilities & Modernization department and reports to the Director of Facilities & Modernization. It is a full-time, FLSA non-exempt position scheduled for 8 hours per day, 12 months per year.

The technician ensures that legal documents, contracts, board agendas, manuals, and specifications are accurately prepared and distributed on time. The role maintains archives and records, supports project management activities and bid processes, prepares and distributes project materials, processes requisitions and invoices, and prepares reports and correspondence. The technician also assists visitors and performs related duties as assigned.

Work takes place indoors, with some possible dust exposure when handling old construction plans, blueprints, or documents. The role involves office and document-handling tasks, including extended sitting, reaching, bending, kneeling, stooping, and lifting or retrieving materials weighing 20 pounds or less.

Requirements

• Graduation from high school.
• Two years of clerical experience involving contracts, legal documents, or construction trades.
• Successful passage of a written or performance assessment.
• 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, or PeopleSoft, and other software used in K–12 public education environments.
• Working knowledge of Microsoft Office and Google Suite.
• Knowledge of record keeping, filing, and electronic document filing and retrieval.
• Ability to interpret, apply, and explain rules, regulations, policies, and procedures.
• Ability to operate a computer and contemporary office equipment.
• Ability to establish and maintain productive working relationships with school site staff, District staff, contractors, architects, and consultants.
• Ability to collaborate on assigned projects or initiatives and maintain positive working relationships.
• Ability to plan, prioritize, and organize multiple tasks and workloads.
• Ability to use appropriate telephone and email etiquette, and 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 and meet schedules and timelines.

Responsibilities

• Accurately prepare and timely disseminate legal documents, contracts, board agendas, manuals, and specifications.
• Maintain archives of contracts, plans, drawings, bids, legal documents, public notices, and specifications.
• Assist the Project Management team with document control, bid openings, meetings, and scheduling.
• Develop forms and processes to track construction projects.
• Prepare documents, folders, and bid proposals for distribution to contractors or individuals, and distribute plans and specifications as required.
• Assist with preparing and distributing change order documents.
• Enter requisitions for purchases of goods or services and review and process service invoices.
• Maintain complex records, logs, and files, and electronically store and retrieve documents as required.
• Prepare reports, memoranda, schedules, and lists from straight copy, rough drafts, 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: Entry Level
• Education Level: High school or GED