Facilities Project Specialist

Facilities Project Specialist JobID: 3097

Position Type:

Confidential Classified

Date Posted:

6/7/2024

Location:

District Office

Closing Date:

Until Filled

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Summary:

Performs administrative support to all aspects of the competitive bid, award, administration, and fulfillment of contracts for construction, professional and other services, goods, and supplies authorized by the District. Performs financial record keeping duties associated with the processing and completing of accounting transactions for various accounts. Assumes responsibility for one or more elements within a complete accounting system such as accounts payable cash, fund accounts, and limited-scope financial summary data.

Essential Duties & Responsibilities:

The specific assignment includes work in the following areas: accounting, vendor management, purchase orders, invoices, contracts, insurance, bonds, and Department of Industrial Relations (DIR) compliance.

• Prepares agreements and contracts for services used by and/or provided by the District. Assembles documents, specifications, requirements and facilitates distribution of contract documents for approval. Distributes and monitors progress of contract documents once executed.

• Prepares and organizes documents for competitive bid processes. Works with District departments who are initiating the bids to secure information about project specifications, scope, and timelines.

• Compiles materials for solicitation of bidders, provides information to bidders, and distributes project manuals and/or requests for proposals/information.

• Sets up and maintains up-to-date files, databases, and other resources for monitoring contracts and conveying information mandated by local, state, and federal agencies, and used by District administration for project and financial management.

• Monitors and verifies contractors' compliance with contractual requirements pre-project, work-in-progress, and post-project. Verifies qualifications, licenses, bonding capacity and rating of contractors and sub-contractors.

• Monitors contractors' submission of compliance information such as for paid and subcontracted labor and materials. Initiates stop-work notices to contractors who are out of compliance. Works with contracting departments and accounting to withhold payments.

• Prepares routine reports describing project status, work-in-progress, and contractual compliance.

• May work with auditing/enforcement agencies such as those dealing with labor laws, occupational health and safety, and environmental quality as needed depending on the specifications set forth in the contracts.

• Reviews bid and contract processes, procedures and document language to improve efficiency and communications. Provides input to the continuous improvement of District policies and procedures governing projects and contracting.

• Requests, and may query accounting information and reports.

• Attends and may facilitate pre-bid conferences and job walks with the Facilities Department, contractors, and other stakeholders.

• Prepares and processes invoices and requests for payment to comply with various payment timetables. Verifies and reconciles documentation of merchandise and services received against claims, invoices, purchase orders, and packing slips.

• Assists others with resolving problems with accounting transactions and adjustments such as open purchase orders, credit memoranda, undocumented purchases and invoices, goods and services not received, returned or refund checks.

• Monitors transaction status such as payment histories, partial payments, past due charges, merchandise back orders, POs as payables, POs as rollovers for the new fiscal year, and end-of-year payables cutoff.

• Prepares backup documentation for accounting transactions such as warrants issued. Reviews and verifies that vendor statements and/or paid invoices have been posted to correct accounts. Prepares payment schedules and current check listings. Maintains records of check documents and payment histories.

• Provides support toward establishing vendor/contractor accounts. Secures appropriate signatures and other supporting information contained in files.

• Reconciles and compiles periodic reports to show statistics and trace transactions through previous accounting actions to identify and correct discrepancies.

• Creates and maintains files containing contract and tax withholding information for manual monthly payments and verifies payment authorization. Sets up and maintains various tickler files for recurring transactions.

• Provides administrative support to the Director of Facilities, and other District staff, as required, for projects and special assignments that require getting information and cooperation from other departments and vendors.

• Performs other duties as assigned that support the overall objective of the position.

Qualifications:

• Knowledge and Skills:

• Requires a working knowledge of the principles, practices, and terminology of financial and statistical record keeping and accounting data entry practices. Requires a working knowledge of governmental and fund accounting procedures for accounts payable and disbursements. Requires a working knowledge of computer-aided accounting systems to maintain accounts, enter accounting transactions, and extract detail and summary information. Requires basic knowledge of financial statements and accounting performance (variance) reports. Requires sufficient writing skills to prepare routine business correspondence, document work.

Abilities:

• Requires the ability to perform the functions of the position. Requires the ability to learn and apply accounting rules and procedures, and procedures for electronic transfer of accounting information. Requires the ability to learn various vendor accounting requirements and cycles. Requires the ability to search, compile, and interpret accounting data. Requires the ability to maintain accurate and retrievable files, records, audit trails and trace transactions to original entries. Requires the ability to perform accounting and general math computations quickly and accurately. Requires the ability to organize and prioritize work to meet deadlines and timetables. Requires the ability to work cooperatively with individuals and work teams within and outside the department, including vendors and outside agencies. Requires the ability to access and use a computer, common office productivity software, and specialized accounting software to access databases.

Education and Experience:

• High School Diploma or GED

• A bachelor's degree in business administration, accounting, construction management or an appropriate related field from an accredited college or university; or completion of high school and 5 years of experience in business administration, accounting, construction management or an appropriate related field is required.

• Experience in a public school business management, accounting, auditing, or similar public service agency environment is preferred, but not required..

Licenses and Certificates:

• A valid driver's license is required.

Application Document Requirements:

• Resume

• High School diploma or GED.

• Bachelor's Degree (if applicable)

Salary and Terms of Service:

Salary range (2) $30.79 - $37.33 per hour, nine (9) steps, eight (8) hours per day and five (5) days per week (M-F), 12 months per year. Holidays, sick leave and vacation benefits. Prepaid family dental, medical, and vision insurance, prepaid life insurance plan for employee only.

Required Application Procedure:

Apply Online. An online application and all documents supporting the application requirements noted above must accompany your application by the closing date in order to receive consideration for this position. It shall be the applicant's responsibility to supply copies of all documentation, letters of recommendation etc. or other related materials.

Selection Procedure:

A screening committee will evaluate each application, personal resume, and other letters of reference. Interviews will be scheduled for qualified applicants. If after interviews suitable applicants are not found, the search will continue. As required by California State Law, should you be employed by the District, your fingerprints will be taken and submitted to the Justice Department and the FBI for a background check. Processing fee will be at applicant's expense.