Project Office Clerk, Field (FHWA WFLHD)

Project Solutions Inc. • Portland, OR

1d • $27 - $29 • Onsite

About The Position

Project Solutions Inc. (PSI) is seeking highly motivated Office Clerks to perform project management field office support to a variety of civil construction projects with a primary focus on the Western Federal Lands Highway Division (WFLHD) of the Federal Highways Administration (FHWA). The ideal candidates will bring general clerical skills to a small field team and the ability to collaborate effectively with government personnel and processes.

Requirements

• High school diploma
• Two years experience working as an administrative assistant, secretary or equivalent with proficiency in complex data processing and a familiarity with data base entry, spreadsheets, presentation software. Basic knowledge of punctuation and grammar rules, composing routine letters, and the ability to take meeting minutes; OR
• Acceptable previous experience in a Federal Lands Highway (FLH) site
• Adobe Acrobat
• Creates and navigates forms
• Edits and combines pdf documents
• Extracts and inserts pages
• MS Office Access – Data Entry
• Designs, creates, and modifies databases, tables, queries, forms, and reports.
• MS Office Excel
• Works with multiple worksheets
• Filters data
• Integrates functions into worksheets
• Manipulates databases
• MS Office PowerPoint
• Designs, creates, and modifies PowerPoint presentations to include inserting pictures, graphs, and tables
• MS Office Word
• Uses and creates a variety of templates, complex tables, and merges
• Manages table data, sort, and filter merges
• Performs basic work with existing Macros
• MS One Note or similar electronic file management software
• Maintains project electronic records

Responsibilities

• Maintains a high level of customer service
• Tracks, manages, extracts, and compiles a variety of data from onsite meetings, field notes, manuals, lab reports, payroll tracking reports, contract records, etc.
• Identifies errors and/or inconsistencies
• Selects, manages, and presents construction project administration and engineering data to the PE and other project office staff
• Interacts with Government personnel, and consultant personnel in the field construction office
• Provides receptionist duties
• Operates a computer with Microsoft Windows and Government specific programs
• Proficiently performs tasks using software related to word processing, spreadsheets, project scheduling, budget, and other software, as applicable
• Operates a photocopier, scanner, and fax machine to process project related documents
• Setups and maintains a variety of logs, records, and files
• Processes mail, which includes pickup, sort, date stamp, and send and prepare large packages for shipping
• Takes delivery of supplies, and keep a log of items that need to be restocked
• Maintains Government equipment maintenance and repair; schedule appointments (including Government Vehicles). Facilitate transport, or when necessary, perform delivery, of equipment for maintenance or repair
• Independently maintains project files
• Tracks and manages construction data for entry and reporting from various sources including internet, monthly reports, verbal discussion, and various other internal and external information data systems
• Maintains correspondence logs. Monitors receipt of acknowledgement or concurrences from contractor or other parties. Keeps PE or CPE informed of any overdue issues
• Prepares correspondence and memos for signature by construction staff
• Prepares weekly newsletter utilizing Microsoft Publisher and Adobe
• Completes purchase payment vouchers for PE’s signature for the following items: rent, utilities, phones, project photos, and miscellaneous purchases
• Manages project photos and maintain photo identification and documentation system of all project photos
• Reviews, tracks, distributes, and files construction related documents, including but not limited to:
• Local Purchases
• Vehicle Mileage reports and services
• Supplies ordered from GSA and WLFHD Vancouver Warehouse
• Payroll (time & activity reports)
• Per-diem vouchers
• Travel by others to the project
• Materials testing
• Office rent
• Utility payments
• Project office phone charges
• Assembles and aids in the preparation of construction contract modification support packages
• Reviews contractor payrolls for compliance with Davis-Bacon and report suspected problems to CPE/PE
• Types and submits co-op and trainee monthly reports
• Attends scheduled meetings
• Composes meeting notes
• Generates action registers and summarizes for appropriate feedback from all meeting members
• Checks quantity pay documents for accuracy
• Maintains total to date quantity records for all contract items on the projects
• Checks and verifies certification documents for compliance with contract requirements
• Maintains quality level analysis (QL-Pay) Programs for base course, treated base, hot asphalt concrete mix as required
• Inputs data from field notes into designated software
• Performs initial review of field generated construction payment documentation for completeness and accuracy
• Employee Payroll: Utilizing WFLHD’s Payroll Program, processes Time & Activity Reports for all employees and submits to WFLHD each pay period
• Per Diem Vouchers: Prepares WFLHD’s per diem vouchers for all employees on the project and maintain records

Benefits

• Three options for medical plans plus dental and vision insurance offerings
• 24/7 healthcare access to telehealth services for your convenience
• HSA
• Company life insurance options for you and your family
• Short-term and long-term disability offerings
• PLUS an $800 monthly allowance is provided to offset your PSI insurance premium costs
• 401(k) with a 4% employer match
• Generous PTO, paid-federal holidays, and sick leave
• Always the opportunity for professional development

What This Job Offers

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