Position Description
This posting will be used to fill a full-time position in the in the Department of Public Works. This position will serve a key role within the program, managing various project management and financial aspects of the Bureau of Engineering in order to maintain operational efficiency within the Bureau. This is professional administrative management work in areas such as budgeting, procurement, records management, contract administration, office automation, and general office management.
NATURE AND VARIETY OF WORK
Contacts primarily include managers and employees, personnel and vendors, both within and outside the organization to which an employee is assigned for the purpose of providing information and recommendations, resolving administrative problems and agreeing on courses of action. Contacts are generally of a cooperative nature and require coordination on the part of the employee to maintain smooth provision of administrative services.
The Management Assistant I (MA I) will be a responsible for the day to day oversight of Project Management duties within the Bureau’s Project Management Software (eBuilder). These include, but are not limited to, assisting Project Managers with budgets, project scheduling, quality control of processes, liaison between PM’s and other departments such as Purchasing and Finance, new project creation, asset reclassifications, cash flows, project closures, assisting in software testing, and training new Project Managers on how to use eBuilder. Management and other duties as required.
The employee in this class, working under the general direction of a Senior Management Assistant, is responsible for providing professional administrative duties in some combination of the following: record maintenance; assistance with budget preparation; and administration contract monitoring; and liaison to organization employees and other department/agencies concerning matters specific to the organization.
The employee in this class uses initiative and works independently to ensure the smooth operation of the office, referring problems or unusual situations to the supervisor for resolution. The complexity of this class is marked by an employee's knowledge of and ability to apply procedures, analyze a variety of situations, many times of a sensitive/confidential nature, and determine appropriate action to be taken or recommend be taken.
The employee in this class will provide instruction and guidance to Project Managers in relation to the Bureau’s project management software (eBuilder).
The employee in this class works in an office environment, performing primarily sedentary work which does not involve significant exposure to hazards.
Examples of Duties and Knowledge, Skills and Abilities
(Note: The duties and responsibilities enumerated in this class specification are for the purpose of determining a common set of minimum qualifications and salary level for all positions in this class. They are not intended to include all of the essential job functions of all positions in the class.)
- Prepares special reports, conducts surveys and collects information on administrative problems, analyzes findings; prepares and recommends solutions; drafts new and revised administrative policies and procedures.
- Analyzes, monitors and maintains budget/financial reports; prepares budget recommendations after obtaining information from various offices; identifies, corrects or alerts management to problems or errors.
- Reviews and drafts replies to correspondence to internal and external customers.
- Maintains professional relationships with internal customers and vendors in order to facilitate proper administration of contracts and there subsequent invoices.
- Organizes and maintains financial, statistical, purchasing and other agency records.
- Maintains and/or monitors the status of capital invoices, direct payments, purchase orders, blanket orders, and general journal entries via JD Edwards/EnterpriseOne and e-Builder.
- Tracks reports, expenditures, encumbrances and monitors fund balances.
- Provide suggestions and feedback to Supervisor regarding expenditure trends and funding deficiencies.
- Performs data entry and utilizes a variety of office automation equipment and applicable software applications to originate/prepare records, documents, notices, reports, tables, and correspondence.
- Proofread the memorandums and performs administrative tasks to facilitate the operation to include database applications, reviewing documentation for accuracy/completeness and preparing correspondence.
- Answers inquiries from the public and businesses relative to program-related regulations and procedures as well as requests for service.
- Establishes work priorities and coordinates them to meet deadlines and ensure an efficient workflow throughout the office.
- Maintains detailed tracking to monitor invoicing and expenditures. Works with Project Managers to ensure payment of invoices occurs on time.
- Performs related duties as assigned by the Senior Management Assistant.
Examples of Duties and Knowledge, Skills and Abilities
(Note: The duties and responsibilities enumerated in this class specification are for the purpose of determining a common set of minimum qualifications and salary level for all positions in this class. They are not intended to include all of the essential job functions of all positions in the class.)
- Considerable knowledge of organization and office management, and the principles and practices of public administration.
- Considerable knowledge of and ability to apply procedures; analyze a variety of complex situations; and manage information of a sensitive and confidential nature.
- Knowledge of the methods and techniques of budget preparation and financial reporting methods for capital and operating project management.
- Knowledge of the department's organization and functions; knowledge of other county offices' functions that impact on departmental operations.
- Ability to assume responsibility for special assignments and to perform them in accordance with minimum instructions.
- Ability to develop policies and procedures.
- Ability to evaluate policies and procedures and to recommend improvements.
- Ability to establish and maintain effective working relationships with others.
- Ability to communicate effectively, orally and in writing.
Minimum Qualifications
Education: Graduation from an accredited four-year college or university with major course work in public or business administration or a related field.
Experience: One ( 1 ) or more years of experience in office management or another specialty area related to the specific position.
Supplemental Qualifications
NOTE: Preference will be given to candidates with the following:
1 ) One ( 1 ) or more years of experience managing budget and financial records via JDE/EnterpriseOne.
2 ) One ( 1 ) or more years of experience managing budget and financial records via eBuilder.
- Medical/Health Insurance Plans
- Open Access Aetna Select HMO-EPO
- Aetna Open Choice PPO
- Dental Insurance
- CIGNA Dental PPO (Buy-Up)
- CIGNA Dental PPO (CORE)
- CIGNA Dental HMO (DHMO)
- Vision Insurance
- Employee Life Insurance
- Term insurance of up to 2 times salary ($100,000 maximum) for employees at no cost.
- Ability to purchase Supplemental & Dependent Life Insurance
- Disability Income Insurance
Pension Plan
- Normal retirement after 30 years of service or Age 60 and 10 years of service or election to enroll in the Employees Retirement Savings Plan.
Deferred Compensation Section 457 Plan
Direct Deposit
Credit Union
Holidays
- Twelve days provided per year, thirteen in general election year
Annual Leave
- Less than 3 years - 13 days
- 3 to less than 15 years - 20 days
- 15 years or more - 26 days
Disability Leave
- Accrual at a rate of 15 days a year
Personal Leave Day, 5 per calendar year
Leave Sharing
Employee Assistance Program
- Free, confidential counseling for employee and family members 4X per year per problem per family member; also counseling on legal and financial issues; assistance in locating childcare and elder care
Flexible Spending Accounts
- Dependent Care Reimbursement
- Health Care Reimbursement
Voluntary Benefits
- Provides you an opportunity to enroll in any or all of the benefits listed below with the convenience of payroll deduction
- Universal Life Insurance with Long Term Care Rider
- United Legal Benefits
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