Administrative Coordinator

Harris County Flood Control District Houston , TX 77020

Posted 3 months ago

General Description:

Responsible for performing a wide variety of administrative duties, construction administration support and for reviewing internal processes and procedures to ensure accuracy and completeness of documents for the Construction Division.

  • Prepare and route requisitions for new purchase orders and addendums, follow up on outstanding requests, and upon receipt, distribute necessary copies.

  • Prepare forms, gather support documents, and obtain signatures on documents as needed for Modifications and Changes in Contract, route for signatures and submission to Commissioners Court. After court approval, distribute and update scanned files and appropriate computer records.

  • After projects are awarded, receive complete Issued for Construction packages and distribute originals or copies and update scanned record documents.

  • Review bond and insurance certificates of coverage for compliance with contract requirements.

  • Maintain a spreadsheet with insurance expiration dates for active construction projects, send out reminders to contractors regarding expiring coverages, and follow up to make sure updated certificates are received.

  • Coordinate with Design Project Managers to obtain copies of rights-of-entry, permits, encroachment letters and other documents, as requested by Construction Project Managers or Division Director.

  • Gather and print out project information for upcoming projects that need inspector assignments and distribute to designated staff for review and revision. Update reports and computer records after assignment is identified.

  • Prepare and distribute memos, forms, weekly status reports and letters; maintain and coordinate schedules; monitor incoming emails and provide construction-related information, as necessary.

  • Request mobile telephones, business cards, and special equipment for Division staff.

  • Record Division staff absences. Collect, review and route employee timesheets for signature by the appropriate supervisors and then deliver to Human Resources.

  • Develop familiarity with District specific software applications used by Construction Division staff and financial operations.

  • Provide backup clerical assistance within the Division.

  • Perform other duties that may be added or changed as the course and scope of the job directs.

Education & Experience:

Minimum Qualifications:

  • Requires high school diploma, or equivalent.

  • Requires 8 years verifiable experience in administrative support or similar field.

  • Familiarity with SharePoint and Adobe Acrobat.

  • Knowledge of modern office procedures (scanning, filing and record keeping), computer operations and software applications.

Desirable Qualifications:

  • Prefer prior experience supporting contract administration or the insurance industry serving construction related clients.

  • Prefer a Bachelor's degree.

Physical Demands & Environmental Exposure:

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:

  • Frequent standing and walking; prolonged sitting for extended periods of time.

  • Frequent sorting, filing, shelving and handling of documents, books, files, file drawers and related materials and equipment required for clerical operations.

  • Occasional stooping, bending, reaching, lifting and carrying of items up to 15 pounds.

  • Occasional ascending/descending stairs.

  • Occasional driving of a vehicle.

  • Work is performed indoors in a normal office environment with acceptable lighting, temperature, air conditions and noise levels.

  • Extensive use of a video display terminal (computer monitor).

  • May be exposed to fluids, compounds or chemicals used in cleaning offices and/or work areas, photographic or photocopier development or reproduction.

General Information:

  • Position Type: Regular Full-Time

  • Employee Status: Non-Exempt

  • Hours: 40 Hours per week

  • Salary: To be discussed in interview

  • Requires a valid Class "C" Texas Driver's License.

NOTE: Reasonable accommodations will be made upon request for applicants with disabilities in accordance with the Americans with Disabilities Act (ADA) of 1990. Upon receiving a conditional offer of employment, all applicants are screened for the presence of illegal drugs, alcohol, and the ability to perform physical functions of this position. EOE 07/05/2019.

This position is/may be funded with U.S. Department of Housing and Urban Development (HUD) funds which are subject to compliance with Section 3. Section 3 is a provision of the Housing and Urban Development Act of 1968. The purpose of Section 3 is to ensure that employment and other economic opportunities generated by certain HUD financial


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Administrative Coordinator

Harris County Flood Control District