Public Works Administrative Assistant
City of Monroe, WA City of Monroe, WA Monroe, WA Monroe, WA Full-time Full-time $68,652 - $87,600 a year $68,652 - $87,600 a year 4 days ago 4 days ago 4 days ago Description This position is part of an overall function of the Public Works Department, providing support for contract administration for state compliance, contractor payments, and grant reimbursements.
Work is specialized and technical in nature, and the major function is to provide complex and technical support for a broad spectrum of Public Works capital projects.
First review will be May 7, 2024.
Job Responsibilities Responsible for and maintains database for city capital construction projects (CIP) via data entry; interprets and processes standardized reports as required.
Compile, format, and edit project manuals for CIP projects.
Responsible for interpreting Field Note Records as part of database management, ensuring that project payment applications for CIP projects are processed accurately and in compliance with Washington State laws.
Maintains accurate records for all CIP projects ensuring auditable documentation is complete for the State of Washington and granting agencies.
Responsible for accurately retrieving, tracking, and documenting the process for multiple grant reimbursement documentation requirements from WSDOT, DOE, PSRC, TIB, etc.
Each grant project file meets the requirements per RCW or State Auditor's office.
Process invoices for completeness, mathematical accuracy, and further action.
Assists with formal bid process, verification of all bids, and notification of award of contract.
Confirmation of bid proposal completeness, State contractor verification, debarment, insurance compliance and bond accuracy.
The coordination and approval process for all capital contracts.
Coordinate, interpret, issue, and upload the City's Road/Lane Closure notification system.
Answer questions and distribute forms for contractors and utilities request closure.
Assist with the Request For Proposals (RFP) solicitation process, including Call for Bids and Small Works Roster, to include proposer inquiries, evaluation, tracking, and notification of selection and/or award.
After award, execute the agreement, assuring complete and accurate processing of document to awarded proposer.
Assist with the City's yearly 6-year STIP.
Track costs for Transportation Benefit District (TBD) related to City street projects.
Assist in sending report to finance to submit for reimbursement.
Act as Records Retention Coordinator for Design and Construction Division in accordance with City and State policies and procedures.
Assure retention period has been met and document with State DANS by completing appropriate forms before archiving or destroying.
Act as Public Records Request Liaison for Design and Construction Division.
Clarify requests and reply in a timely manner.
Respond to requestor, download documents, close request, and enter time and tags related to request.
Ensure accurate reporting of Professional Service Agreements (PSA's) to the Finance Director and Public Works Director.
Assist Clerical Supervisor in disseminating contract regulatory requirements to other City departments, helping as may be requested to ensure contract law compliance is achieved.
Contributes by improving operations, turnaround times and working cooperatively to provide quality seamless customer service.
Coordinate and register individuals for training classes within the D&C Division.
Assist in coordination and preparation of meetings as assigned.
Prepare reports related to Public Works as may be requested by City management.
Perform other duties as directed.
Minimum Qualifications High School Diploma or equivalent.
Must be 18 years of age.
Extensive knowledge of Microsoft Word, Outlook, Excel and Access.
Five years progressive administrative experience; preferably within engineering, construction, and/or public works.
Any equivalent combination of education, experience and training that provides the required knowledge, skills and abilities will be considered.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
Work is specialized and technical in nature, and the major function is to provide complex and technical support for a broad spectrum of Public Works capital projects.
First review will be May 7, 2024.
Job Responsibilities Responsible for and maintains database for city capital construction projects (CIP) via data entry; interprets and processes standardized reports as required.
Compile, format, and edit project manuals for CIP projects.
Responsible for interpreting Field Note Records as part of database management, ensuring that project payment applications for CIP projects are processed accurately and in compliance with Washington State laws.
Maintains accurate records for all CIP projects ensuring auditable documentation is complete for the State of Washington and granting agencies.
Responsible for accurately retrieving, tracking, and documenting the process for multiple grant reimbursement documentation requirements from WSDOT, DOE, PSRC, TIB, etc.
Each grant project file meets the requirements per RCW or State Auditor's office.
Process invoices for completeness, mathematical accuracy, and further action.
Assists with formal bid process, verification of all bids, and notification of award of contract.
Confirmation of bid proposal completeness, State contractor verification, debarment, insurance compliance and bond accuracy.
The coordination and approval process for all capital contracts.
Coordinate, interpret, issue, and upload the City's Road/Lane Closure notification system.
Answer questions and distribute forms for contractors and utilities request closure.
Assist with the Request For Proposals (RFP) solicitation process, including Call for Bids and Small Works Roster, to include proposer inquiries, evaluation, tracking, and notification of selection and/or award.
After award, execute the agreement, assuring complete and accurate processing of document to awarded proposer.
Assist with the City's yearly 6-year STIP.
Track costs for Transportation Benefit District (TBD) related to City street projects.
Assist in sending report to finance to submit for reimbursement.
Act as Records Retention Coordinator for Design and Construction Division in accordance with City and State policies and procedures.
Assure retention period has been met and document with State DANS by completing appropriate forms before archiving or destroying.
Act as Public Records Request Liaison for Design and Construction Division.
Clarify requests and reply in a timely manner.
Respond to requestor, download documents, close request, and enter time and tags related to request.
Ensure accurate reporting of Professional Service Agreements (PSA's) to the Finance Director and Public Works Director.
Assist Clerical Supervisor in disseminating contract regulatory requirements to other City departments, helping as may be requested to ensure contract law compliance is achieved.
Contributes by improving operations, turnaround times and working cooperatively to provide quality seamless customer service.
Coordinate and register individuals for training classes within the D&C Division.
Assist in coordination and preparation of meetings as assigned.
Prepare reports related to Public Works as may be requested by City management.
Perform other duties as directed.
Minimum Qualifications High School Diploma or equivalent.
Must be 18 years of age.
Extensive knowledge of Microsoft Word, Outlook, Excel and Access.
Five years progressive administrative experience; preferably within engineering, construction, and/or public works.
Any equivalent combination of education, experience and training that provides the required knowledge, skills and abilities will be considered.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
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