Administrative Assistant (Construction)

About the role

Under the general direction of the Engineering Manager of the Construction Division, the Administrative Assistant will oversee administrative duties, contracts, budgetary and office management functions. The role requires independent work, effective judgment, analytical and decision-making skills, and a strong attention to detail.

Responsibilities

• Review contractor and consultant payment requests; use the District’s financial system (Elsie) to confirm payment and track budgets.
• Review contractor reimbursable invoices and payments for plant inspection and district engineering inspection.
• Perform routine audits of district contracts for compliance with contract terms.
• Perform routine checks of overtime usage across the division.
• Review construction contracts for proper insurance and required documentation and route for signature.
• Coordinate with other departments to review and initiate contracts.
• Review contract payment progress and coordinate with department PMA to ensure adequate budget remains for construction contracts.
• Respond to public information requests.
• File contracts with records management.
• Manage schedules, leave management, work assignments, safety/informational training, performance appraisals, and training scheduling and coordination.
• Prepare, analyze, monitor, and forecast the Construction Division budgets; review division budgets versus actual spend and work with the Department PMA to make adjustments as needed.
• Prepare, coordinate, and track contracts, purchase orders, and disbursement authorizations; ensure compliance with terms, timelines, and renewals.
• Prepare and process budget documents including BA-1’s, BA-4’s, PA’s and PA revisions.
• Compile and track monthly KPI data for the Construction Division.
• Proofread, format, and finalize GM-1 and BD-1 memos, letters, contract and budget documents.
• Maintain confidentiality for personnel and other sensitive documents.
• Verify completeness and ensure adherence to prescribed timelines for Board documents.
• Organize and track compliance with performance management material (plans and appraisals) requirements and timelines.
• Develop and maintain Division Administrative procedures; ensure consistency across the Division.
• Attend and participate in meetings as necessary.
• Lead recruitment and hiring efforts for clerical staff.
• Identify and oversee purchasing of supplies and equipment for the construction division.
• Recruit and maintain an active list of caterers and monitor their performance.
• Identify issues and submit work orders for facility repairs, following through to completion.
• Generate reports for contractor payments and contractor performance.
• Submit invoices to Distribution Engineering staff for approval and forward to MCE; send approved invoices to accounting with proper FIS coding.
• Organize and maintain file indexes and archived records for a wide variety of documents in various media using DOCS and WIKI.
• Oversee knowledge retention activities including digitization of documents and drawings; upload documents to DOCS and organize content on the Pardee Section Wiki.
• Manage archive storage facility and serve as key contact for EBMUD’s Records Management staff.
• Take initiative to increase efficiencies and improve workflow processes.
• Complete other assignments as assigned by Supervisor.
• Prepare or oversee the preparation of travel authorization requests and review of expense reports for training, inspection, or conferences.
• Organize facility improvements such as cubicle and office reconfiguration as needed for staffing.

Requirements

• A high school diploma or its equivalent, AND
• Two years of experience comparable to EBMUD’s Executive Secretary classification; OR
• Three years of experience comparable to EBMUD’s Administrative Secretary II or Administrative Clerk III classification

Other requirements: Must possess the physical characteristics to perform the critical and important duties of the job, including visual acuity sufficient to read both handwritten and typewritten text of various sizes on computers and on hard copy; hearing sufficient to carry on conversations both in-person and over the telephone; and the physical condition necessary for sitting for prolonged periods of time. Must be willing to work overtime as needed to process payments on time. Must possess a valid California driver’s license and have a satisfactory driving record.

Qualifications

• Well versed in EBMUD administrative practices and protocols regarding budget analysis and preparation of GM and Board documents.
• Ability to prepare, analyze, coordinate, and track a variety of documents including service contracts, budget, accounts payable, and purchasing documents.
• Ability to directly supervise clerical staff including scheduling, timesheet approvals, performance appraisals, and recruitment.
• Ability to plan, organize, and coordinate a variety of events and coordinate with various EBMUD workgroups and outside entities.

Pay

The salary range is $10,000 per month increasing to $10,500, $11,025, $11,576 after 6, 18, and 30 months, respectively.