Project Office Assistant, Field (FHWA WFLHD)

Location:Project specific (various locations across AK WA OR ID MT WY)
Position Type:Full time temporary

Join a team of ever-growing professionals who look to make a difference on projects both domestically and internationally. Our organization is growing and we believe your career should too! Build your future with Project Solutions Inc.

Position/Project Overview:

Project Solutions Inc.(PSI)isseekinghighly motivatedOffice Assistantstoperform projectoffice supporttoa variety ofcivilconstruction projectswith a primary focus onthe Western Federal Lands Highway Division (WFLHD)oftheFederal Highways Administration(FHWA).The ideal candidateswill bring strongadministrativeskillsto a small field teamand the ability tocollaborateeffectively withgovernment personnel and processes.

Responsibilities and Duties:

General:

• Works independently with minimum supervision;
• Maintainsa high levelof customer service;
• Tracks manages extracts and compiles a variety of data from onsite meetings field notes manuals lab reports payroll tracking reports contract records etc.;
• Identifieserrors and/or inconsistencies;
• Selects manages and presents construction project administration and engineering data to the PE and other project office staff;
• Interacts with Government personnel and consultant personnel in the field construction office;
• Provides receptionist duties;
• Operates a computer with MS Windows and Government specific programs;
• Proficiently performs tasks using software related to word processing spreadsheets project scheduling budget and other software as applicable;
• Operates a photocopier scanner and fax machine to process project related documents;
• Setups andmaintainsa variety of logs records and files;
• Processes mail which includes pickup sort date stamp and send and prepare large packages for shipping;
• Takes delivery of supplies and keep a log of items that need to be restocked;
• Maintains Government equipment maintenance and repair; schedule appointments (including Government Vehicles). Facilitate transport or when necessary perform delivery ofequipment for maintenance or repair.

Documentation/Recordkeeping:

• Independentlymaintainsproject files;
• Tracks and manages construction data for entry and reporting from various sources including internet monthly reports verbal discussion and various other internal and external information data systems;
• Maintains correspondence logs. Monitors receipt of acknowledgement or concurrences from contractor or other parties. KeepsWFLHDProjectEngineerorPSIProjectEngineerinformed of any overdue issues;
• Prepares correspondence and memos for signature by construction staff;
• Prepares weekly newsletterutilizingMicrosoft Word and Adobe;
• Completes purchase payment vouchers for PEs signature for the following items: rent utilities phones project photos and miscellaneous purchases;
• Manages project photos andmaintainphoto identification and documentation system of all project photos;
• Reviews tracks distributes and files construction related documents including but not limited to:
  • Local Purchases;
  • Vehicle Mileage reports and services;
  • Supplies ordered from General Service Administration (GSA) and WLFHD
  • Vancouver Warehouse;
  • Payroll (time & activity reports);
  • Per-diem vouchers;
  • Travel by others to the project;
  • Materials testing;
  • Office rent;
  • Utility payments; and
  • Project office phone charges.
• Assembles and aids in the preparation of construction contract modification support packages;
• Reviews contractor payrolls for compliance with Davis-Bacon and report suspected problems toWFLHD Project Engineer and/or PSI Project Engineer;
• Types andsubmitsco-op and trainee monthly reports.

Meetings:

• Attends scheduled meetings;
• Composes meeting notes;
• Generates action registers andsummarizes forappropriate feedbackfrom all meeting members.

Construction Contractors Invoice:

• Checksquantitypaydocuments for accuracy.
• Maintains total to date quantity records for all contract items on the projects.
• Checksandverifiescertification documents for compliance with contract requirements.
• Maintains quality level analysis (QL-Pay) Programs for base course treated base hot asphalt concrete mix asrequired.
• Inputsdata from field notes into designated software.
• Performs initial review of field generated construction payment documentation for completeness and accuracy.

When Government computer is supplied:

• Employee Payroll: Utilizing WFLHDs Payroll Program processes Time & Activity Reports for all employees andsubmitstoWFLHDeach pay period.
• Per Diem Vouchers: Prepares WFLHDs per diem vouchers for all employees on the project andmaintainrecords.

Required Education and Experience:

• High school diploma
• Twoyears experienceworking as a construction support administrative technician withproficiencyin data processing and a familiarity with data base entry spreadsheets and presentation software related to civil engineering and construction project management and administration technologies.
• Knowledge of grammar and punctuation for composing routine reports and documents and the ability to take meeting notes; OR
• Four Years experience working as an administrative assistant secretary or equivalent withproficiencyin complex data processing and a familiarity with data base entry spreadsheets and presentation software.
• Knowledge of grammar and punctuation form composing routine letters and the ability to take meeting notes; OR
• Acceptablepreviousexperience in a WFLHD office.

Skills & Competencies:

• Adobe Acrobat
  • Creates and navigates forms;
  • Edits and combines pdf documents; AND
  • Extractsandinsertspages.
• MS Office Access Data Entry
  • Designs creates andmodifiesdatabases tables queries forms and reports.
• MS Office Excel
  • Works with multiple worksheets;
  • Filters data;
  • Integrates functions into worksheets; AND
  • Manipulates databases.
• MS Office PowerPoint
  • Designs creates andmodifiesPowerPoint presentations to include inserting pictures graphs and tables.
• MS Office Word
  • Uses and creates a variety of templates complex tables and merges;
  • Manages table data sort and filter merges; AND
  • Performs basic work with existing Macros.
• MS One Note or similar electronic file management software
  • Maintains projectelectronic records.

What Does PSI Offer You

• Three options for medical plans plus dental and vision insurance offerings
• 24/7 healthcare access to telehealth services for your convenience
• HSA
• Companylife insurance options for you and your family
• Short-term and long-term disability offerings
• PLUSan $800 monthly allowance is provided to offset your PSI insurance premium costs
• 401(k) with a 4% employer match
• Generous PTO paid-federal holidays and sick leave
• Always the opportunity for professional development

The information contained herein is not intended to be an all-inclusive list of the duties and responsibilities of the job nor are they intended to be an all-inclusive list of the skills and abilities required to do the job. Management may at its discretion assign or reassign duties and responsibilities to this job at any time. Benefit offerings subject to change.

Project Solutions Inc. is an equal opportunity employer women individuals with disabilities protected veterans and minorities are encouraged to apply. All qualified applicants will receive consideration for employment without regard to race color religion sex national origin disability status protected veteran status or any other characteristic protected by law.

EEO/M/F/Vets