Construction Administrative Specialist Jobs

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Construction Administrative Specialist

Salary

$60,468.00 - $73,680.00 Annually

Location

West Sacramento, CA

Job Type

Regular Full Time

Job Number

2023-00049

Department

CAPITAL PROJECTS

Division

FACILITIES DEVELOPMENT

Opening Date

07/19/2023

Closing Date

8/9/2023 11:59 PM Pacific

Max Number of Applicants

100

• Questions
• Description
• Benefits

An official City of West Sacramento application form must be filled out, in its entirety. It is the applicant's responsibility to explain their qualifications fully and clearly. In addition, applicants must submit a resume and complete the required supplemental questionnaire (if applicable). Incomplete information on the application, resume and/or supplemental questionnaire may be cause for disqualification. Application packages will be reviewed and screened for qualifications. Additional screening criteria will be developed based on the supplemental questionnaire (if applicable).

The City of West Sacramento is actively recruiting a Construction Administrative Specialist for the Construction Management and Facilities Development Division of the Capital Projects Department. The Construction Administrative Specialist will coordinate the financial, contractual and compliance functions of all construction projects and perform various administrative functions for the department. The position works closely with Project Managers and Inspection staff, providing administrative support for the more complex secretarial, clerical, and administrative work relating to all assigned construction projects. The Construction Administrative Specialist will maintain and process a variety of documentation and files for multiple projects and programs. The position requires the ability to prioritize, track and execute numerous tasks for a large portfolio of projects.

An official City of West Sacramento application form must be filled out, in its entirety. It is the applicant's responsibility to explain their qualifications fully and clearly. In addition, applicants must submit a resume and complete the required supplemental questionnaire. Incomplete information on the application, resume and/or supplemental questionnaire may be cause for disqualification. Application packages will be reviewed and screened for qualifications. Additional screening criteria will be developed based on the supplemental questionnaire. Depending upon the number of qualified candidates, an oral panel interview may or may not be held. The top candidates will be referred to the department for further consideration.

DEFINITION: Coordinates the financial, contractual and compliance functions of all construction projects within the Capital Projects Department; provides responsible assistance in processing payments to contractors, architects, consultants and other vendors for capital improvement projects; serves as primary custodian for the organization and maintenance of related records; prepares contract document forms, bid advertisements and other activities associated with the construction procurement process; assists with the monitoring of the capital improvement budget; and coordinates minority/women/disadvantaged business enterprise efforts for the Capital Projects Department, including outreach, solicitation of qualified consultants and contractors, and tracking reports.

SUPERVISION RECEIVED AND EXERCISED: Receives direct and general supervision from the Director of Capital Projects or his/her designee. No direct supervision of staff is exercised. Responsibilities may include indirect supervision over other clerical positions.

CLASS CHARACTERISTICS: This is a single position advanced journey level classification that assists the professional staff and is responsible for the more complex secretarial, clerical, and administrative work and relating to construction projects. Incumbents are also expected to independently accomplish duties that involve exercising sound decision making and proper judgment. This class is distinguished from the general administrative support classes in that the duties relate specifically to construction and contract compliance activities.

Examples of Duties / Knowledge & Skills

EXAMPLES OF ESSENTIAL FUNCTIONS: (Illustrative Only): Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Maintains master construction files for each project, including project manuals, drawings, logs, and insurance certificates.
• Identifies and resolves discrepancies in departmental financial records.
• Maintains project budgets, monitors change orders, and evaluated progress payments.
• Manages and maintains City license for technical equipment.
• Performs tasks using software related to budgeting and scheduling, including databases, automated accounting systems, spreadsheets and word processing.
• Processes all final documents for project close-out.
• Compiles project financial data and prepares financial reports and analyses.
• Participates in the development and implementation of project reporting systems.
• Assists with progress updates and informational notices.
• Initiates, prepares and maintains agreement forms for contractors and other professional service companies and/or regulatory agencies.
• Prepares various construction documentation associated with the procurement process.
• Works with contracted personnel including labor compliance officers, inspectors, and other City staff involved in construction projects.

Minimum Qualifications & Requirements

EDUCATION AND EXPERIENCE: Any combination of training and experience which would provide the required knowledge and skill. A typical way to obtain the required knowledge and skill would be:

Education: High school diploma or equivalent plus thirty (30) college semester units, including course work in accounting, project management and business administration.

Experience: Two (2) years of increasingly responsible experience in the maintenance of financial and contractual documentation for capital improvement/construction projects. An additional two (2) years of responsible related experience may be substituted for the thirty (30) college semester units.

LICENSES AND CERTIFICATES: Possession and maintenance of a valid California driver's license.

Supplemental information

WORKING CONDITIONS: May be required to attend off-hour meetings.

PHYSICAL DEMANDS: Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter and retrieve data using a computer keyboard, typewriter keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information. Positions in this classification occasionally lift and carry reports and records that typically weigh less than 20 pounds.

ENVIRONMENTAL ELEMENTS: Employees work in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing department guidelines, policies and procedures.

An applicant who qualifies for veterans’ preference and successfully places on an eligibility list for initial entrance into employment with the city shall be advanced one rank on the final eligibility list. Where there are five (5) or less qualified applicants, no veterans’ preference shall apply and all applicants shall be placed on the certification list forwarded to the departments for hiring consideration. The exercise of veterans’ preference shall be exhausted upon appointment to a regular position from an eligibility list.

SPECIALISTS & PROFESSIONALS

Revised: 2/2/2022

Auto Allowance: None

Bereavement Leave: 2-4 days depending upon relationship of employee to deceased. Additional 2 days discretionary. See Personnel Rules.

Bilingual Pay: A premium pay of 5% will be added for employees possessing and utilizing bilingual skills on duty. The number of individuals to receive this pay, the languages available, and the qualification requirement will be determined by the City.

Career Enhancement: Upon approval of policy, reimbursement for education and home office equipment expenses that qualify under policy up to $1,000 per employee annually.

Deferred Compensation: Voluntary

Educational Incentive Program: Five percent (5%) of base rate of pay annually for a Master’s Degree from an accredited program related to the employee’s field of work upon verification by supervisor/Department Head and Human Resources .

Holidays: 10 set and 3.5 floating.

Long-Term Disability: Voluntary – Plan offered is Standard LTD.

Medical, Dental and Vision After Retirement: For employees and retirees hired before 7/1/2019 : Medical and dental premiums to be paid by the City according to the formula below:

10-14 yrs of service = $50 + 25% of premiums 15-19 yrs of service = $75 + 30% of premiums 20+ yrs of service = $100 + 50% of premiums.

Benefit never to exceed 75% of total premiums or $750, whichever is less. Vision is offered for up to 18 months (COBRA) and is paid by the retiree.

For employees hired after 6/30/2019: The City’s maximum monthly medical contribution for each eligible retiree shall be equal to the minimum employer contribution required for active employees pursuant to the Public Employees Medical and Hospital Care Act (PEMHCA). In addition to the PEMHCA minimum, employees will receive the following contributions to their Retiree Health Savings account:

• After completion of twenty (20) years of continuous service with the City, employees shall receive two hundred dollars ($200.00) per month to be deposited into their RHS account.
• After completion of five (5) years of continuous service with the City, employees shall receive one hundred dollars ($100.00) per month to be deposited into their RHS account.
• From zero (0) to five (5) years of service, employees shall receive twenty-five ($25) per month in to be deposited to the employee’s RHS account
• After completion of ten (10) years of continuous service with the City, employees shall receive one hundred and fifty dollars ($150.00) per month to be deposited into their RHS account.

Employees who terminate City service for reasons other than retirement or layoff prior to ten (10) years of continuous service with the City will forfeit any City contribution.

Employees will fall under the medical retirement tier based on original date of hire as a regular employee.

Medical, Dental, Vision, Life and LTD Insurance: Medical plans are offered through the CalPERS medical program (PEHMCA) using the unequal, minimum contribution methodology. Dental plan is self-insured through Delta Dental. Vision plan is Vision Service Plan. The life insurance is a $16,000 term life insurance with $1,000 coverage for a spouse and children aged 6 months to 23 years, and $100 coverage for children aged 14 days to 6 months.

The employer contributed cafeteria plan amounts for employees to apply toward health benefits (medical, dental and vision) shall be as listed below. The employee must purchase dental, vision and life at the employee only level at minimum.

• Employee plus two or more: City will pay up to actual premium amount of medical, dental, and vision for employee plus two or more, not to exceed $1,773 per month.
• Employee only: City will pay up to actual premium amount of medical, dental, and vision for employee only, not to exceed $905 per month.
• Medical Opt Out: City will pay $865 per month upon showing proof of other group medical coverage, but employee must purchase dental, vision and life at the employee-only level. Remainder may be diverted to supplemental salary according to the procedures governing cafeteria plans as established by law.
• Employee plus one: City will pay up to actual premium amount of medical, dental, and vision for employee plus one, not to exceed $1,358 per month.
• In no event shall the City contribution exceed 100% of the selected plan premium cost including dental and vision.

Retirement: For employees hired on or after January 1, 2013, who are new CalPERS members, the retirement formula will be 2% @ 62 in accordance with the Public Employees’ Pension Reform Act of 2013 (PEPRA) and includes highest thirty-six months for final compensation determination and Unused Sick Leave Credit. Employees shall have a member contribution rate of fifty percent (50%) of the total normal cost rate.

For employees hired on or after February 11, 2012, the retirement program shall be the 2% @ 60 formula, highest thirty-six months for final compensation determination, 3rd level of the 1959 Survivor Benefit, Military Service Credit as Public Service, and the Unused Sick Leave Credit option. The employee pays the entire 7% employee contribution.

For employees hired before February 11, 2012, the retirement program shall be the CalPERS 2.5% @ 55 plan, includes highest thirty-six months for final compensation determination, 1959 Survivor's Benefit (3rd Level) and Unused Sick Leave Credit. The employee pays the entire 8% employee contribution.

New employees covered by a public retirement system with reciprocity (i.e., 37 Act), will be placed in the 2% @ 60 plan, in accordance with PEPRA.

Salary: General Salary Increase:

• Pay Period Inclusive of July 1, 2022 – 3.00% GSI.
• Effective first pay period after Council adoption – 3.00% GSI.

One-Time Lump Sum Payments:

• A one-time, non-PERSable lump sum payment of 3% of annual base salary paid in the pay period inclusive of July 1, 2022.
• A one-time, non-PERSable lump sum payment of 3% of annual base salary paid the first pay period after Council adoption.

Sick Leave: 12 days per year. Unlimited accumulation and no payoff. However, an em­ployee shall be paid one-half of the value of his/her accumulated sick leave upon layoff or death based upon his/her salary at the time of termi­nation. At retirement, employee may choose to have up to 50% of the value of his/her accumulated sick leave paid out in cash or have up to 100% of unused sick leave reported to CalPERS as service credit..

Uniform Allowance: Not applicable.

Unfunded Liability: Employee contributes $10 per month to be used to reduce the unfunded liability for retiree medical.

Vacation: 1-5 yrs = 10 days; 6-10 yrs = 15 days; 11-19 yrs = 20 days; 20+ yrs - 25 days. Maximum accumulation to 19 yrs of service = 296 hours per year; maximum accumulation 20+ yrs of service = 356 hours per year. Total payoff at separation.

Employees will be eligible to sell back unused accrued vacation hours annually in the second pay period of January each calendar year..

To qualify to participate in the vacation sell back program, the employee must use a minimum of 40 hours of accrued leave time (not including sick leave or paid holidays) in the preceding calendar year, and submit a request form by December prior to the sell back.

If qualified, employees can sell back up to 80 hours of accrued vacation time each calendar year.

01

To be considered for the position, all candidates are required to complete and submit the required supplemental questionnaire with their application and resume. Failure to submit the completed supplemental questionnaire and application and resume will disqualify you from further consideration in the selection process used to fill these positions. The answers to the questions below will be evaluated along with the information provided in your employment application. Therefore, your answers must be consistent with your employment application information (especially in the "education" and "work experience" sections), must be unambiguous, and must contain sufficient but concise detail and organization to facilitate the screening process. A resume will not be accepted in lieu of completing the supplemental questionnaire. Lack of clarity, incomplete or inconsistent information, and/or disorganized presentation will negatively affect your evaluation. Do you understand these instructions?

• Yes
• No

02

Please tell us how your background, education and experience make you particularly suitable for the position of Construction Administrative Specialist. Please be sure to give some examples of related work.

03

Describe your experience with invoicing and progress payments? Please be specific about the tools and methods you use.

04

How do you track and maintain files for multiple projects? Please include how you prioritize related tasks and any software, apps or other technology you regularly use.

05

Do you possess higher level course work in accounting, project management and business administration?

• At least 30 college semester units
• Post-Graduate Degree
• Bachelor's Degree
• AA Degree in unrelated field
• BA Degree in unrelated field
• AA Degree
• None of the above

06

How many years of increasingly responsible experience in the maintenance of financial and contractual documentation do you posses?

• 6+ years
• 4-6 years
• 2-4 years
• 0-2 years

07

Do you have administrative experience for capital improvement or construction related projects?

• No
• Yes

08

I certify that all the statements made in this supplemental application are true, complete, and correct to the best of my knowledge and are made in good faith. I understand that any misrepresentation and/or falsification of my answers may result in my application being ineligible for this recruitment process.

• Yes
• No

Required Question

Agency

City of West Sacramento

Address

1110 West Capitol Ave 3rd Floor West Sacramento, California, 95691

Phone

(916) 617-4567

Website

http://www.cityofwestsacramento.org

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