Administrative Assistant II, Construction Services (226 Days)

Organize and process construction and professional services contracts for the Bond Program with an emphasis on prioritizing tasks and time

Compose and process technology contracts and customized supplemental service agreements for the Bond Program with an emphasis on prioritizing tasks and time

Interact with the program manager(s) by using workflow and protocol

Knowledge of various contract forms that monitor compliance

Ensure the proper processing of District forms

Process check requests for the Bond Program such as but not limited to, government agencies, attorney fees, and other operational areas

Assist with the organization and management of contract and payment files

Perform requisition entry and receiving for the Bond Program

Time and date stamp all insurance certificates received through the mail and forward to Risk Management

Respond to payment and performance bond requests from contractors and sub-contractors

Offer clerical assistance as needed for procurement and operations

Provide Notary Public services as needed for procurement and operations

Assist with reception desk, phone system, scheduling of conference rooms, and meetings as needed

Help with distribution of incoming mail and preparation of outgoing mail

Participate in the quality control and review of invoices for Construction Services- Accounts Payable

Respond to inquiries from employees and/or the public in an accurate, knowledgeable, and efficient manner

Advise supervisor of all inquiries that cannot be personally handled

Provide regular feedback to supervisor regarding the status of projects or issues

Maintain and adhere to ethical business practices

Perform all other tasks and duties as assigned

High School Diploma from an accredited school (USA equivalent) with related training

Associate's degree from an accredited university (USA equivalent) in a related field preferred

Five years of related experience and/or training or equivalent combination of education and experience (Associate or bachelor's degree preferred from an accredited university (USA equivalent)

Computer skills, specifically, familiarity with Microsoft Windows, Microsoft Office Professional, and statistical accounting software application

Effective interpersonal skills to interact with all levels of employees, staff members, and the general public

Must be a task-oriented self-starter with the ability to perform with a high degree of accuracy

Planning, problem-solving and investigative skills as required to research inquiries

Ability to coordinate multiple projects and assignments with a high degree of flexibility is required