Construction Support Specialist II- DEHE Business Support

About the role

The Construction Support Specialist position within the Division of Environmental Health and Engineering (DEHE) provides administrative and operational support to the Construction Services leadership and departmental operations. The position supports the Construction team in various capacities, including invoice approvals, project setup activities, timekeeping, expenditure analysis, budget review, reporting support, and data entry.

Responsibilities

• Construction Support Specialist I
• Timekeeper for the field and Anchorage department staff, including data entry and review of hours and activities into the payroll system.
• Creates and submits invoices for field stipends.
• Updates Field Purchasing Logs, identifying, researching, and resolving unpaid field purchases with vendors, field purchasers, and accounts payable.
• Fills project documents at the direction of construction staff.
• Maintains apprentices’ on-the-job training hours and related tracking documentation.
• Provides travel and expense management support to the department.
• Onboards new employees to the department.
• Orders office supplies for the department.
• Performs other duties as assigned.
• Construction Support Specialist II
• Able to perform all duties of Construction Support Specialist I.
• Manage utility service coordination for construction projects, including setup, disconnection, and account tracking in collaboration with Construction Managers and external providers.
• Cookordinate contracted CPA services for construction projects, including project accounting support, insurance documentation, and routine communication with communities and the Construction group.
• Maintain project documentation, including insurance records, contracts, and financial tracking logs.
• Review invoices for accuracy and coordinate with responsible staff to obtain correct coding and approvals within assigned electronic workflows.
• Maintain and distribute updated lists of authorized purchasers to vendors.
• Assist with Timekeeping, stipends, and local labor data.
• Provides travel and expense management support to the department.
• Attend meetings and take notes at management's request.
• Performs other duties as assigned.
• Construction Support Specialist III
• This position functions as a senior operational support and coordination role responsible for complex workflow oversight, project controls support, reporting coordination, and process improvement activities.
• Serves as a role model for professionalism, teamwork, communication, and operational support within the department.
• Assists with identifying process improvement opportunities and recommending operational efficiencies.
• Exercises independent judgment in coordinating operational processes, resolving discrepancies, and supporting department priorities.
• Serves as a senior resource and provides guidance and support to Construction Support Specialist staff, assisting with workflow coordination, operational questions, and issue resolution.
• Performs other duties as assigned.

Field Construction Operations Responsibilities

• Assists managers and field leadership with day-to-day operational support activities and departmental coordination.
• Provides travel and expense management support to Field Crew and the department.
• Reviews and updates Daily Reports, timesheets, and coding accuracy.
• Cookordinates access, training, certifications, and maintains tracking systems for Field Crew.
• Assists with project documentation, including MTO data and submittal packages.
• Maintains field crew hours, PTO, and wage milestone reporting.
• Communicates and resolves discrepancies in reports and expenses.
• Supports recruitment, onboarding, and new Field Crew logistics (travel and lodging).

Project Controls Responsibilities

• Collection and tracking of project financial data to assist the project team in monitoring the project budget.
• Provides basic analyses and data presentations.
• Selects the appropriate data source for a specific need.
• Consolidates information from various sources to formulate recommendations for inclusion in reports.
• Presents information using charts, graphs, web, statistical analysis, and a variety of other pertinent formats.
• Manages and archives reports and other documentation.
• Audits and validates data integrity to ensure accuracy and regulatory compliance.
• Manages special projects as required.
• Researches and monitors the progress of special projects and communicates with the functional area manager on their status.

Other Information

Knowledge, Skills, Abilities:

• Knowledge and proficiency with Microsoft 365 applications.
• Knowledge of general invoice processing.
• Knowledge of accounting policies and procedures.
• Knowledge and experience in collecting and reporting data.
• Knowledge of applicable computer system software programs and office equipment.
• Knowledge of account reconciliation.
• Skills in operating a personal computer utilizing various software, including electronic spreadsheets and database applications.
• Skills in working independently, multitasking, prioritizing projects, and meeting deadlines.
• Skills in establishing and maintaining cooperative working relationships with others.
• Skills in assessing and prioritizing multiple tasks, projects, and demands.
• Skills in effectively working with teams, managing and leading staff, and delegating tasks and authority.

Minimum Education Qualification:

• Construction Support Specialist I - Non-supervisory – Two (2) year of experience performing administrative, business, finance, accounting, construction support, project coordination, or related operational support duties.
• Construction Support Specialist II - Non-supervisory – Four (4) years of experience performing administrative, business, finance, accounting, construction support, project coordination, or related operational support duties.
• Construction Support Specialist III - Non-supervisory – Six (6) years of progressively responsible experience supporting construction operations, project coordination, financial tracking, operational reporting, project controls support, or related advanced administrative support functions.

Minimum Experience Qualification:

• Construction Support Specialist I - Non-supervisory – Two (2) year of experience performing administrative, business, finance, accounting, construction support, project coordination, or related operational support duties.
• Construction Support Specialist II - Non-supervisory – Four (4) years of experience performing administrative, business, finance, accounting, construction support, project coordination, or related operational support duties.
• Construction Support Specialist III - Non-supervisory – Six (6) years of progressively responsible experience supporting construction operations, project coordination, financial tracking, operational reporting, project controls support, or related advanced administrative support functions.

Minimum Certification Qualification:

• N/A