Facilities Project Assistant

J  o  b    D  e  s  c  r  i  p  t  i  o  n

Job Information

Title:

Facilities Project Assistant

Market Range:

MR13

Approved Date:

6/1/2021 1:53:33 PM

FLSA:

Non-Exempt

EEO Code:

ADMINISTRATIVE SUPPORT

Career Level:

C1

Career Level Description:

Core Services Level 1

Job Code:

100359

Job Family:

Facilities and Fleet Management

Sub Family:

Facilities, Design and Construction

Primary Purpose

Provides general administrative support, clerical functions, and customer service to support project management operations.  Provides document and database management, project management support and coordination, external communications and customer service, administrative business continuity and inventory management.

•

Serves as department "Records Champion" by managing the filing, sorting, index, and maintenance of the extensive documentation generated by electronic and hard copy project records.  Scans and electronically files invoices, payment requests, and landrights documents received by mail

1

30%

•

Maintains databases to track receipt of consultant and construction contract documents and insurance certificates and to track amendments to master consultant contracts

2

10%

•

Manages receipt, distribution, and transmission of incoming and outgoing correspondence for department staff.  Sorts and distributes incoming mail, email, and facsimiles.  Coordinates outgoing mailings of project information.  Also provides customer service by assisting callers with telephone inquiries and information requests and serves as first point of contact for external customers visiting the department in person.

3

30%

•

Maintains inventory of department office supply items and monitors copier room equipment operations.  Coordinates work orders for service requests for equipment and office suite repairs

4

5%

•

Maintains database to track and report key project contract milestone dates.  Coordinates with project managers to maintain updated project information for upcoming project design and bid requests, and monitors post completion warranty expiration deadlines.

5

5%

•

Maintains project management staff group calendars and project bid calendars to assist with coordination of large group meetings with other department staff, including deadline reminders, project plan reviews, and construction submittal logs.  Maintains vendor databases for new project announcements.

6

10%

•

Completes special projects requested by project management and real estate staff.  Assists staff with reproduction/assembly of internally developed documents and development and preparation of presentation materials

7

10%

Position(s) may perform other duties in addition to the above as assigned by management.

*IMPORTANT* In the event of an emergency, as determined by the County Manager or designee, participation in preparedness and response operations should be expected. Employee may be required to fill a temporary assignment in a role different from standard duties, work hours and/or work location in preparation for, during and after the emergency. Employee may also be required to participate in relevant exercises and regular preparedness training.

Career Level Dimensions

Career Level:

C1

Career Level Description:

Core Services Level 1

•

Works to deliver day-to-day objectives with some impact on achievement of the Work Group results.

•

Work follows defined standard procedures and consists of tasks that are routine.

•

Work is closely supervised.

•

Responsible for checking data and information when minor changes may be required based on review.

•

Follows a well-established and familiar set of activities and/or processes to derive a solution.

•

Communicates within and outside the immediate team to obtain and provide basic information.

•

N/A – Jobs at this level are focused on self-development.

•

Requires limited job knowledge of systems and procedures. Follows basic work routines and standards.

Qualifications

•

High school diploma or GED

•

No specific experience required

•

Equivalent education and experience are accepted

•

Associate's Degree

•

5 Years

Clerical Work (Design/Construction office experience is a plus

•

Microsoft Word and Excel

•

Adobe Professional and/or BlueBeam

•

Microsoft Power Point and/or Publisher

An individual must be able to perform each essential duty satisfactorily to perform this job successfully. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competencies

Attention to Detail

Thoroughness in accomplishing a task through concern for all the areas involved, no matter how small. Monitors and checks work or information and plans and organizes time and resources efficiently.

Customer Service

Balances interests of a variety of clients, and readily readjusts priorities to respond effectively to pressing and changing demands for information, advice and assistance.  Anticipates and meets the needs of clients; achieves quality end products; and commits to continuous improvement of services.

Listening

Understands and learns from what others say.

Problem Solving

Builds a logical approach to address problems or opportunities or manage the situation at hand by drawing on one's knowledge and experience base, and calling on other references and resources as necessary.

Reliability

Demonstrates a high level of dependability in all aspects of the job.

Integrity

Act with honesty, transparency and respect in our interactions with co-workers and those we serve. Adhere, without exception, to laws, policies, procedures and professional standards.

Accountability

Establish high-quality standards for work. Add value. Measure results and hold self and others accountable for making progress toward desired outcomes. Take a logical and data-driven approach to decision-making.

Diversity

Believe that different backgrounds and experiences strengthen the organization and produce better results. Value inclusion across race, gender, age, religion, identity and experience, and strive to reflect in our workforce the diversity of our community.

Collaboration

Foster a work culture in which different ideas and opinions are encouraged and expected. Listen carefully and speak thoughtfully. Work together toward shared goals with mutual respect and cooperation.

Continuous Improvement

Continuously improve work processes and products. Provide a safe environment to be innovative and creative and try new things. When things don't go as planned, use it as an opportunity to learn, regroup and begin again. Provide time and resources for individuals to grow and develop both personally and professionally.

Wellness

Take proactive steps to be physically fit and healthy, emotionally strong, financially secure and socially fulfilled, while inspiring and empowering others to do the same.

Service Orientation

Commit to making a difference within the community. Actively engage in and enjoy our work. Deliver services that exceed expectations, with courtesy, politeness and sensitivity to the experiences, concerns and feelings of all co-workers and customers.

ADA Checklist

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Standard ADA Selection:

Office Environment

Standing

X

Walking

X

Sitting

X

Lifting/Carrying 0-10 pounds

X

Lifting/Carrying 10-20 pounds

X

Lifting/Carrying 20-50 pounds

X

Lifting/Carrying 50-100 pounds

X

Pushing

X

Pulling

X

Climbing

X

Balancing

X

Stooping

X

Kneeling

X

Crouching

X

Crawling

X

Reaching

X

Handling

X

Grasping

X

Fingering

X

Feeling

X

Talking

X

Hearing

X

Visual Perception

X

Repetitive Motions

X

Eye/Hand/Foot Coordination

X

Memorization/Concentration

X

Learning/Knowledge Retention

X

Preparing/Analyzing Numerical Figures

X

Use of Interfaced Commmunication Devices (Phone, Computer, Radio etc.)

X

Analyzing/Examining/Testing Data

X

Emotional/Behavioral Self-Regulation

X

Interacting with Others

X

Comprehension

X

Organization

X

Decision Making

X

Comprehension

Organization

Organize actions to complete sequential and/or routine tasks

Decision Making

Make decisions that have an impact on the individual's work

Communication

Communicate and explain a variety of information

Extreme cold

X

Extreme heat

X

Humid

X

Wet

X

Noise

X

Hazards

X

Temperature Change

X

Atmospheric Conditions

X

Vibration

X

Computers/Monitors

X