Project Administrative Assistant

Arcadis•San Diego, CA

2d•Onsite

About The Position

Arcadis is seeking a Project Assistant to support Southern California projects. The role involves participating in the preparation and management of the division's annual budget, which includes researching and preparing budget projections and forecasts, compiling annual budget requests and mid-year budget amendments, monitoring and analyzing budget expenditures and variances, and providing recommendations on various budget matters. Additionally, the Administrative Assistant supervises cash receipts as part of the financial responsibilities. The position also requires assisting in the administration of the division's public contracts. This includes developing requests for proposals by drafting and reviewing terms, conditions, and fee schedules, conducting pre-submittal information exchange meetings, and providing interpretation and information to staff and the public. The role involves reviewing proposals for responsiveness and accuracy, ensuring contractor invoices and payment submittments comply with contract requirements, resolving discrepancies, and setting up and maintaining contract files, records, and ledgers. Responsibilities also include reviewing specifications, bonds, and insurance certifications for compliance, preparing various project and contract-related documents, executing final retention payments to contractors, and interfacing with internal and external customers as needed.

Requirements

Graduation from high school or G.E.D. equivalent
Five years of related experience
Current, valid California Class C driver's license

Responsibilities

Assists in administering a division's service agreements and various municipality maintenance agreements; maintains terms and conditions; develops and revises scope of work; sits on the division's selection committee and recommends award of agreements; amends and executes fee schedules; negotiates costs; prepares, monitors and executes amendments and extensions.
Draft, revises and reviews board agenda items for a District division or department; prepares and provides monthly notification reports and ad hoc queries; prepares, routes and distributes agenda checklists; researches and provides agenda information.
Manages critical timelines and workflow necessary for meeting division financial deadlines.
Coordinates the purchase of goods, equipment and services for a division and processes payments to vendors and service providers.
Acts as system administrator for the Port's budget preparation system; works with Oracle database administrator to ensure the database has ample capacity and controls for proper operation.
Prepares technical worksheets, tables and computations; establishes and maintains databases of information to track budget expenditures and similar matters.
Creates, monitors approval status tracking and updates requisitions in SAP.
Generates and provides various reports from SAP for professional services agreements and contracts including but not limited to balances, validity dates, expense rates and expiration.