Project Assistant Jobs

Summary Statement

The City of Boise Public Works Department is currently seeking qualified candidates for the position of Project Assistant. If you are an experienced and organized Administrative Professional looking to start the next chapter of your career, look no further than the City of Boise! The City of Boise welcomes passionate and talented people who want to share our vision of creating a city for everyone, demonstrate drive toward fulfilling our mission in the community, and embody the values that are so important to our organization.

• Assists and coordinates administrative, monitoring and coordination processes associated with contract administration, procurement or general project management for unique and complex projects and programs
• Takes on special projects as needed by the division or department
• Provides specialized project support to technical, design and project management staff responsible for the management of public works construction programs and projects
• Work is performed under general supervision from multiple project staff and requires considerable independent judgment, initiative and meticulous follow-through

Join Us - We’re excited to meet you . The City provides top-notch healthcare for you and your family at little to no cost. Plus, a n actual pension plan , 401k matching, a wellness program, tuition reimbursement, paid parental leave, excellent work-life balance, and more.

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Essential Functions

Coordinates division and project specific programs and processes in relation to specific construction projects or portions of a construction project. Acts as a liaison between the project or division and citizens or other departments participating in the project. Arranges, schedules and manages administrative processes associated with resource planning and record-keeping necessary for proper program operation. (20%)

Processes contract documents for the appropriate approvals ensuring accuracy and compliance with established criteria, standards, state law and city codes, policies and regulations. Compiles and reviews data related to renewals, modifications, change orders and other purchasing contractual obligations. Requests appropriate documentation for compliance with contractors, vendors and city staff. Prepares and proofreads resolutions, city council memos, agendas and other documents. Coordinates and distributes council-approved contracts, change orders, renewals and other related documents for signature with contractors, vendors and city staff. Utilizes purchasing contract templates and other forms in accordance with state laws, city code and purchasing policies and procedures. Composes correspondence relating to contracts. Monitors contract compliance for the project team related to extensions, renewals, cancellations and modifications. (20%)

Prepares, reviews and distributes official documents and communications in direct support of public works projects. Creates purchase order requests. Works with the purchasing specialist to plan and coordinates the procurement process from beginning to acquisition. Monitors, tracks, compiles and prepares internal and external documents, bid documents, work orders and contracts. (20%) (20%)

Coordinates, analyzes and maintains complex or technical administrative files, project files and contracts. Coordinates and schedules meetings for the facility project team. Organizes meetings, schedules appropriate facilities and notifies parties needed in attendance. Attends meetings, takes notes, transcribes and summarizes into official meeting minutes. (20%)

Prepares, organizes and maintains files, tracking systems and documents for projects and programs. Coordinates indexing, removal, updating and retrieval of electronic and paper documents into the digital imaging and records management systems. Serves as a liaison between staff and electronic records management software and procedures. (10%)

Acts as the first point of contact for the facility project team. Provides basic to advanced administrative support to management or technical staff with projects, processes or specialized responsibilities. Develops and maintains project reporting and tracking systems. Prepares project-related documents and presentations. Researches and investigates solutions to issues and problems with projects and programs. Facilitates superior customer service to ensure communication between interested parties. (10%)

Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time. Total Percentage = 100%

Requirements

Required Knowledge, Experience, And Training

• An equivalent combination of education and/or experience
• 2 years of progressively responsible experience providing administrative support preferably in planning, design, and construction, or
• Associate's degree, and

Level Of Knowledge

• Strong computer, administrative, organizational, and problem-solving skills
• Construction terminology
• Data collection and research techniques and methods
• Adept at creating complex spreadsheets and generating presentation materials
• Methods and practices involved in records management, including contract management
• Functional knowledge of general office practices, procedures, and basic equipment

Ability To

• Gather, interpret, and disseminate project data
• Communicate effectively in the English language at a level necessary for efficient job performance
• Perform essential functions independently or in a team environment
• Establish workload priorities
• Make decisions in new situations in accordance with rules, regulations and policies
• Complete assignments in a timely fashion
• Interpret construction documents, policies, and procedures
• Utilize computers to enter, retrieve and manipulate information
• Display an attitude of cooperation and work harmoniously with all levels of city employees, the general public, and other organizations
• Understand and comply with all rules, policies, and regulations
• Perform all essential and marginal functions as assigned by an authorized employee, supervisor and/or manager with or without a reasonable accommodation
• Compile written documents clearly and concisely
• Effectively use word processing, spreadsheet, and database software and learn other software as necessary
• Effectively explain departmental policies and procedures under adverse conditions
• Communicate and work with a variety of people ranging from senior management to field staff
• Maintain prompt and regular attendance

Preferred Knowledge, Experience, And Training

• Superior skills and experience with Microsoft Word, Excel, Project (or other scheduling software) and PowerPoint
• Ability to interpret construction drawings and specifications
• Experience with construction documentation systems
• 4 years of experience working in a private or municipal setting providing administrative support for public works or architectural engineering projects, including but not limited to contract administration or procurement
• Working knowledge of principles and practices of procurement in a public setting
• Working knowledge of accounting principles
• Fundamentals of project management as it relates to construction projects

Special Requirements

Applicants must be able to pass:

• City of Boise background check processes which includes a criminal history check and reference checks in accordance with the City of Boise Hiring Process Regulation

Working Conditions

The physical effort characteristics and working environment described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Efforts

While performing the duties of this job the employee is occasionally lifting/carrying up to 35 pounds and rarely lifting/carrying up to 50 pounds. Also, the employee is occasionally pushing/pulling up to 20 pounds. The noise level is occasionally moderate. Work includes sensory ability to talk, hear, smell and touch. Employees will sit, stand, reach and grasp. Position requires hand/finger dexterity.

Working Environment

The work environment will include inside conditions and outdoor weather conditions. Employees work in/at heights.