Infrastructure - Transportation Office Coordinator

Kalispel Tribe Careers•Cusick, WA

19h•Onsite

About The Position

The position will be directly supervised by the Transportation Director and will provide administrative support for the Kalispel Tribal Transportation Office. The Transportation Office Coordinator will be an important part of the team and will be responsible for performing various duties related to transportation processes, protocols, and documents, ensuring compliance with funding regulations from FHWA, BIA, DOT, and other sources. This role involves working with the Transportation Director to update policies, monitor regulation changes, schedule projects, manage contracts, utilize computer software for reporting, maintain files, assist with fiscal accounting, and ensure the protection of departmental assets. The position also supports planning and development activities, assists with road maintenance and construction projects, and requires effective time management and the ability to handle culturally sensitive issues.

Requirements

A minimum of 5 years of office management and 5 years of contract management is required
Proficient in the use of Microsoft programs and other computer software.
English language skills, including grammar, punctuation, and spelling skills.
Reliability, timeliness in meeting deadlines, superior people skills, problem solving and be a goal-oriented team player.
Demonstrate experience in the research, preparation and implementation of planning documents and protocols is required.
Must have demonstrated experience developing and managing complex budgets.
Requires professional level organizational, leadership, supervisory and decision-making skills including the ability to coordinate and collaborate with various groups and individuals and to meet established goals and timelines.
Requires excellent communication and presentation skills with the ability to interpret and provide verbal and written instructions and direction to subordinates and to communicate effectively with industry professionals, peers and the public.
Requires professional level organizational and decision-making skills including the ability to coordinate and collaborate with various groups and individuals and to meet established goals and timelines.
Must possess a good understanding of the needs and vision of the Kalispel Tribe and be able to tactfully handle culturally sensitive issues.
Demonstrated ability to work effectively with Tribal officials, Tribal Members, staff, industry professionals and the general public.
Must qualify for a Tribal Work Permit by passing DOT drug screening and background checks.
Valid WA or ID Driver’s License and insurability under the Tribe’s auto insurance policy.

Nice To Haves

Knowledge and familiarity of GIS mapping software

Responsibilities

Development and implementation of transportation process, protocols, and documents that meet the compliance regulations associated with funding from FHWA, BIA, DOT and any other potential funding resources
Works with the Transportation Director to review and update all policies and procedures within the Roads program to ensure that they are aligned with Tribal, State, and Federal regulations
Monitors and researches any potential state or federal regulation changes, that may directly impact Kalispel Tribal Transportation Programs and assists the Transportation Director in making programmatic changes to accommodate these changes in regulations.
Receives, coordinates, and schedules all incoming project requests. This includes duties related to scope of work development, project budget and coding set up, supply and material ordering, scheduling, and contract management.
Ensures that all bid documents, contracts, award letters, invoicing, and other related transportation procurement activities meet Tribal State, and Federal requirements.
Utilize the computer, specifically Microsoft Word, Excel, Power Point and Transportation Data Software to produce letters, reports, and spreadsheets.
Maintain departmental files for projects, contracts and grants.
Assist with fiscal accounting, including tracking department funds from multiple funding sources, both tribal and non-tribal.
Generates monthly data reports and reviews to ensure accurate reporting and works with the Transportation Director and the Heavy Equipment Supervisor to reconcile any potential issues
Ensures that all preventative Maintenance records are accurately recorded, filed and match the billing recorded on the budget summaries
Ensures control/protection of departmental assets including vehicles and equipment to ensure compliance with Internal, BIA, and FHWA policies and procedures.
Assists the Transportation Director is staying aware and up to date on new trends and developments in the fields related to the operation and compliance of the Tribe’s transportation infrastructure; incorporates new developments as appropriate
Coordinates planning and development activities with other tribal officials and departments.
Assists the Transportation Director and Equipment Supervisor for all tribal roads maintenance or new construction projects and ensures the following meets the BIA/FHWA standards: bid package development and advertising, contract awarding, contract development and implementation, right of way, environmental assessments, project inspection, contractor payments, certified payrolls, and all other reporting requirements.
Assists in the transportation planning and infrastructure development on Tribal Properties for government or commercial purposes as assigned.
Effective time management – ability to prioritize and organize own work, coordinate projects, meet deadlines, and follow-up on assigned tasks
Additional duties as assigned.
Must possess a good understanding of the needs and vision of the Kalispel Tribe and be able to tactfully handle culturally sensitive issues.
Must have strong writing skills including the ability to draft clear and concise applications, reports, policies, procedures, project scopes of work and similar documents.
Demonstrated experience in preparing, awarding and administering consultant, development, and construction contracts and projects.
Knowledge and familiarity of GIS mapping software
Assist with scheduling for meetings, travel arrangements and similar tasks.
Order supplies and materials as needed for all the facilities, do OnBase receipts for facilities
Provides a wide variety of administrative duties as required for the Planning and Public Works Department.
Manage accurate contact information of internal and external individuals and organizations.
Perform research and prepare reports as directed.
Must have the ability to professionally represent the Tribe in negotiation or mediation sessions, public and private meetings, and at consultations and conferences.