Capital Programs Project Assistant (260 days) – 1.0 FTE

25%

• Creates, edits and distributes documents for design and construction projects according to District guidelines in support of Senior Project Managers, Project Managers, Small Works Coordinators and Relocation Planners. Prepares, edits, circulates and publishes required project documents, including requests for proposals, requests for qualifications, permits, specifications, bids, addenda and other related/required project reports.

15%

• Performs administrative duties for Senior Project Manager including: screening telephone calls; arranging and scheduling meetings and conference calls; processing mail; independently preparing routine correspondence, spreadsheets, reports or presentations as needed. Monitors expenditures in compliance with district procedures and procedures recommended by the state auditor.

15%

• Prepares requisitions and monitors expenditures in compliance with district procedures and procedures recommended by the state auditor.

15%

• Prepares, distributes and submits documents for school board approval including: Board Action Reports (BAR) concerning: contracts, change orders, resolutions, project final acceptance and other documents as requested. Maintains a calendar of Board meetings and the upcoming capital documents/items to be addressed in those meetings.

10%

• Assists Senior Project Managers and Project Managers with coordinating the submittal of required documents (OSPI D-form process) concerning planning, designing, constructing and maintaining public school facilities. Assists assembling project closeout documents and assembling project documents for archival process. Monitors construction warranty activity. Maintains familiarity with the procedures, rules, regulations of OSPI as relates to school construction.

5%

• Creates, edits and circulates advertisements for Request for Qualifications/Request for Proposals for consultant services, oversees and supports the facilitation of the consultant selection process.

5%

• Facilitates internal processing of contractor applications for payment and contracts, architect/engineers and similar vendor billings and contracts, change orders and similar construction project documentation.

5%

• Creates and maintains project files in compliance with District protocols. Uploads documents to management software program.

5%

• Maintains capital inventories of supplies and materials for the purpose of ensuring items availability.

• Performs related duties consistent with scope of the position.

KNOWLEDGE, SKILLS AND ABILITIES:

• Construction building terms, construction warranty review procedures, OSPI D-form process, payroll procedures, budget/accounting processes, work order submissions, small works operations, public works bidding procedures.
• General clerical procedures, reading and interpreting construction drawings and bid documents, assisting in the public works bid process, development of public works bidding documents, developing and maintaining construction filing systems.
• Work under pressure and meet deadlines, respond to public disclosure requests, supervise hourly staff, complete multiple tasks while and working on a wide array of projects, work with diverse populations, provide liaison support to project engineers, architects and project managers, set up conferences/workshops, prepare payroll, and make travel arrangements.

CONDITIONS/DISCLAIMERS:
The above statements are intended to describe the general nature and level of work being performed by those assigned to this position and are not to be construed as an exhaustive list of all responsibilities, duties and skills. Employees may be required to perform duties outside of their normal responsibilities from time to time as needed. District employees are not authorized to make promises of employment for a particular period of time, or promises of a particular level of compensation or benefits to job applicants for certified for classified positions, and that any such agreement must be in writing and signed by the Superintendent. Any verbal or written statements to that effect by District employees other than the Superintendent are null and void. Additionally, nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Note: This position requires the ability to type 50 words per minute, or successful completion of the following skills tests; Intermediate Word, Windows, Excel & Data Entry-Alphanumeric. Please call 252-0215 to make a testing appointment. A job offer cannot be made until these tests are completed/passed.