Goverment Jobs
Published
November 10, 2018
Location
Seattle, Washington
Category
Job Type

Description

Summary

The Design and Construction section is currently recruiting for acareer serviceAdministrative Specialist III (AS III) to provide a variety of technical and construction contract related clerical support services to the Transit Construction Management office. This is an excellent career opportunity for an administrative professional with experience in a construction management environment.

Primary job duties include the self-directed performance of essential construction office coordination and support tasks and functions requiring independent judgment and knowledge/experience of construction contract administration processes. The person selected for this position must have the experience and knowledge to properly self-prioritize daily tasks and actions on contract and regulatory mandated time-sensitive functions.

This position requires a broad understanding of multiple unique workflows that are required in Construction Contract Administration, including the roles and responsibilities of various internal and external stakeholders including Project Control Engineers, Project Engineers, Engineers-of-Record, Project Managers, Contractors, sub-Contractors, internal clients, Authorities Having Jurisdiction (AHJ), etc. Duties will include utilizing specialized databases, completing records management (both paper and electronic), logging and tracking of various documents, and requisitioning and maintaining a variety of schedules and tracking tools.

The most competitive candidate will have strong organizational skills, attention to detail, ability to prioritize competing priorities and experience supporting construction contract administration functions.

Competitive Benefits
King County provides our employees with a free transportation pass (good on Metro, Pierce, Community and Sound Transit) and a highly competitive benefits package.

For additional information regarding benefits please visit: kingcounty.gov/employees/benefits

An Employer To Be Proud Of
King County Metro Transit is a regional leader in helping people move quickly throughout the region, reducing commuter stress, greening the environment and radically improving urban air quality, by providing comfortable, effective transit services for the thousands of commuters and other residents of King County, Washington. Working for Metro means working for a leader in this nation's public transportation industry.

Who May Apply
This position is open to the general public and all King County employees.

Forms and Materials Required
An online employment applicationat www.kingcounty.gov/jobs with employment history going back at least ten years if you have ten years of employment (or more to include all relevant experience), and answers to the supplemental questions. A cover letter and resume are not required.

Work Schedule
Typical work hours are Monday through Friday, 40 hours per week. This position is subject to the provisions of the Fair Labor Standards Act, and therefore is eligible for overtime pay. Overtime work must be approved in advance.

For more information regarding this recruitment, please contact:
Josh Isgur
Senior Human Resource Analyst
206-477-7641
[email protected]

Job Duties

  • Create, maintain, update, track, enter and retrieve data for various construction contract administration functions by utilizing MS Word, Outlook, Access, SharePoint, Adobe Acrobat Pro and Excel programs and specialized database system(s) (i.e., Oracle, PeopleSoft or similar such software).
  • Set up and maintain construction files (hardcopy and duplicate electronic files) for all construction projects using standard CM filing system. Process incoming and outgoing mail and emails. Review, code, log, distribute, file and archive correspondence and construction records from a variety of sources and stakeholders.
  • Manage meeting logistics for construction project teams, including sending meeting notices, making room reservations and set-up of meeting rooms. Coordinate the preparation of agendas and information packets for meetings, and prepare meeting minutes.
  • Manage construction contract records using hardcopy files, file servers, SharePoint, and other electronic file storage methods. Work with others to develop, maintain and manage construction contract digital file storage sites for office functions and for individual contracts and projects.
  • Manage, maintain and update Construction Administration's Library of templates, forms, workflows and other process documentation for the Construction group.
  • Provide primary assistance in responding to any Public Disclosure Requests (PDR) associated with CM Records, including creation of PDR withholding log, sorting and organizing records between disclosable and potentially non-disclosable.
  • Provide office setup and coordination for permanent and temporary project construction offices. This includes, but is not limited to coordinating moving services, ordering needed supplies and equipment, managing janitorial services, managing vehicle maintenance, preparing travel and training requests, coordinating repair and maintenance of office equipment, managing communication systems, and responding to staff requests for goods and services.
  • Train outside construction management consultants on various office processes, file structure and other King County documentation deliverables.
  • Compose, draft, type, proofread, incorporate comments, coordinate signatures, coordinate production, and distribution of contract documents, reports and correspondence. Ensure contracts and/or various documents and correspondence conform to the appropriate use of the English language, King County Editorial Style Guide and internal established procedures.
  • Process and reconcile Oracle on-line purchases in accordance with County procurement policies. Manage all vendor contracts and reconcile invoicing discrepancies. Track payments to vendors and expedite payments. Coordinate purchases with County P-card holder.
  • Provide support to staff on computer software applications and office equipment. Coordinate services with King County IT staff.
  • Monitor and maintain inventory, order, collect and distribute supplies. Enter orders and receipts, reconcile and requisition invoices for timely payment, track payments, reconcile invoices for payment; and provide notification updates both externally and internally as needed.
  • Scan and file documents and ensure upkeep of filing systems.
  • Maintain group calendar, schedule meetings, take notes, prepare and distribute meeting minutes, and provide support with equipment (assist with setting up laptop/projector, copier service calls).
  • Maintain electronic tracking mechanisms and tickler file systems to track correspondence, inquiries, requests and reminders from various sources within each group.
  • Assist with special projects as needed.
  • Perform other related project administrative activities as assigned.
Experience, Qualifications, Knowledge, Skills

Minimum Qualifications

  • Three years of increasingly responsible office or administrative support experience with a group or team of professional or technical staff.
  • Demonstrated knowledge and experience with construction contract administration workflows and processes.
  • Knowledge and experience of Construction Management administrative practices.
  • Ability to manage multiple and shifting priorities; action-oriented.
  • Excellent interpersonal and customer service skills and the ability to work effectively both independently and as part of a team.
  • Proficiency in Microsoft Outlook, includingwith emails, contact lists, meetings, and calendaring.
  • Demonstrated analytical skills to research and interpret data and communicate findings to program staff or the public.
  • Demonstrated ability to perform duties accurately and effectively with limited supervision and support.
  • Established track record in making recommendations for streamlining process and procedures in an effort to efficiently accomplish project outcomes.
  • Demonstrated proficiency with Microsoft Word, Excel (ability to develop worksheet formulas, perform complex operations, and develop graphs and charts) and Adobe Acrobat Pro.
  • Demonstrated ability to establish and maintain respectful working relations with co-workers, colleagues and internal customers; ability to deal with others with tact, diplomacy and courtesy.
  • Ability to work with a diverse group of individuals from a variety of different positions and backgrounds.
  • Demonstrate behaviors that include fairness, respect, inclusiveness, integrity, and ethical conduct.
  • Demonstrated skill in oral and written communications; English grammar, usage and spelling.
  • Demonstrated ability to draft, proofread, edit, compile and finalize letters, official and technical documents.
  • Demonstrated ability to be detail-oriented, organized, and use initiative to solve problems.
  • Ability to operate and troubleshoot standard office equipment.

Desired Qualifications

  • Demonstrated proficiency with SharePoint.
  • Basic knowledge of Oracle Financial system or similar such system(s).
  • Background in construction.
  • Basic knowledge of best practices for Records Management.
  • Work experience using Access and PowerPoint.
Supplemental Information

Applicants should complete the online application at www.kingcounty.gov, which includes the Supplemental Questions. NOTE: Please answer ALL questions in the online employment application itself, with each of your jobs listed (listing each position for each employer separately), duties explained, reasons for leaving, etc. Your job history in the employment application should go back ten years (if you have ten years of employment). Earlier jobs should be included if they are relevant in some way to this job. If you have questions about this, please contact Josh Isguras stated above. Applicants who are unable to apply online should follow the instructions under Application FAQs at www.kingcounty.gov/jobs.

If you needan alternate format of this announcement, please inquire directly with the Human Resources contact forthis job announcement, Josh Isgur, at 206-477-7641 or [email protected] indicated in our jobsite's Application Tips, applicants withtrouble completing our online application may contact governmentjobs.com at 855-524-5627 or [email protected].

Selection Process
Application materials will be screened for qualifications, clarity and completeness.Competitive applicants may be invited to participate in one or more interviews and possibly testing. Formal offers are contingent on successful completion of reference checks.

Union Representation
This position is represented bythe Design and Construction Technical Employees' Association (TEA).

Class Code: 4201300 (Administrative Specialist III)

King County offers a highly-competitive compensation and benefits package to all eligible employees. These benefitsinclude county-wide paid medical, dental and vision coverage for yourself and all eligible dependents (spouse/state-registered domestic partner and children) who you enroll. Benefiteligiblepositions include-- Career Service, Career Service Exempt, provisionaland term-limited temporary (TLT) employees working 20 hours/week or the equivalent of half-time or greater. These benefits become effective on the first calendar day of the month following the month in which the employee is hired; except if the employee's hire date is the first calendar day of the month, benefits begins on the day of hire.

More information about employee benefits is available on the county's website at: http://www.kingcounty.gov/employees/benefits.aspx

County Paid Benefits Include:

  • Health Insurance (choice of several plans)
  • Dental Plan
  • Vision Plan
  • Life Insurance -- lump sum equal to annual base salary
  • Accidental Death and Dismemberment (basic and enhanced)
  • Basic Long Term Disability (LTD) -- replaces 60% of earnings after 180-day waiting period
  • Bus pass and other alternative transportation incentives
  • Employee Assistance Program
  • Making Life Easier Program

Retirement: Employees are covered under retirement plans provided through the Washington State Department of Retirement Systems and are covered by Social Security.

Holidays: 10 paid holidays per year plus 2 additional floating holidays administered through the vacation plan.
Vacation with Pay:

Hire date through end of year 5: accrual at 12 days per year (available after
first 6 months of employment)

  • Beginning of year 6: accrual at 15 days per year
  • Beginning of year 9: accrual at 16 days per year
  • Beginning of year 11: accrual at 20 days per year
  • Beginning of year 17: accrual at 21 days per year
  • Beginning of year 18: accrual at 22 days per year
  • Beginning of year 19: accrual at 23 days per year
  • Beginning of year 20: accrual at 24 days per year
  • Beginning of year 21: accrual at 25 days per year
  • Beginning of year 22: accrual at 26 days per year
  • Beginning of year 23: accrual at 27 days per year
  • Beginning of year 24: accrual at 28 days per year
  • Beginning of year 25: accrual at 29 days per year
  • Beginning of year 26: accrual at 30 days per year
Sick Leave is accumulated at the rate of one day per month. There is no restriction on the amount of sick leave that can be accumulated and carried over to subsequent years. At retirement an employee will be paid 35% of their unused, accumulated sick leave. Non-represented employees and employees in certain bargaining units will receive this benefit as a payment to a VEBA account, which pays for post-retirement health benefits on a pre-tax basis.
Other leaves include:
  • Bereavement Leave (up to 3 days/year)
  • Military Leave
  • Family Medical Leave
  • King County Medical Leave
  • Jury Duty Leave
  • Organ Donor Leave
  • Executive Leave (for eligible FLSA-exempt employees)
Voluntary Benefits -- available at employee option and at employee expense
  • Deferred Compensation Plan (no employer match) IRS 457 Plan
  • Enhanced Long Term Disability -- reduce waiting period/increase monthly
  • benefit
  • Additional Life Insurance -- 1 to 4 times your base annual salary for yourself and 50% of your enhanced amount for your spouse/domestic partner; and $10,000 for each child
  • Additional Accidental Death and Dismemberment coverage for employee and family
  • Credit Union membership
  • Flexible Spending Accounts ? Health and Dependent Care
  • HRA Voluntary Employee Beneficiary Association (VEBA) Trust upon retirement

NOTE: This is a general description of the benefits offered through employment with King County, and every effort has been made to ensure its
accuracy. If any information on this document conflicts with the provisions of a collective bargaining agreement (CBA), the CBA prevails. Also, in the event of any incorrect information in this document, applicable laws, policies, rules, CBAs or official plan documents will prevail.

01
When applying for this position, you must thoroughly complete the education and work experience sections of your application. Failure to do so can result in disqualification from consideration. Please check off all of the items that you have completed in your application:

  • Completed education history
  • Detailed description of each position you have held in the last ten years, including any relevant job history that may be outside of ten years. Please list gaps in employment and the reason
  • Reason for leaving employers, (in case of termination, state why you were terminated)
  • Supervisor name
  • Employer phone number
02
Have you been terminated, or have you resigned in lieu of termination, from any position in the last ten years?

  • Yes
  • No
03
If you answered yes to the previous question, please provide the name of the employer(s) and the reason for termination(s). Please understand that "Will explain in interview" is not a valid response and will result in your application not being considered further. (If not, please answer "N/A")

    04
    How many years of experience do you have providing administrative support for a group or team of professional or technical staff?

    • None
    • Less than one year
    • At least one year but less than two years
    • At least two years but less than three years
    • Three or more years
    05
    Do you have basic knowledge of Oracle Financial system or similar such system(s)?

    • Yes
    • No
    06
    Do you have knowledge and experience of Construction Management administrative practices?

    • Yes
    • No
    07
    Please describe your construction management administrative practices knowledge and experience. Please include the position where you gained this experience. Please put N/A if you do not have experience.

      08
      Please indicate below the software in which you have a demonstrated proficiency (check all that apply):

      • MS Excel
      • MS Outlook
      • MS Word
      • MS SharePoint
      • MS Access
      • MS PowerPoint
      • Adobe Acrobat Pro
      • None of the above
      09
      If you have a disability as defined by the Americans with Disabilities Act, will you need accommodation in the testing process? If you check the "YES" box, the human resources staff person coordinating this recruitment will send you a request asking for additional information. (This confidential information is solicited for the purposes of providing reasonable accommodation only).

      • Yes
      • No
      10
      I certify that the statement made by me on the application and supplemental questions are, to the best of my knowledge, true, complete and correct. I understand that any misrepresentation or material omission of fact on this or any other document required by King County may constitute grounds for rejection, or if employed by King County, for disciplinary measures, including dismissal.

      • Yes
      • No
      11
      I have read the job announcement and understand the duties and requirements for this position. I also understand that the provisions of the job announcement do not constitute an express or implied contract. I further understand that any employment offer may be subject to successful completion and results for drug and alcohol background check, pre-employment physical, drug testing, reference checks, driver's record evaluation, and criminal history checks. Having applied for employment with King County, I give my consent that any person, firm or organization listed hereon is authorized to furnish King County with reference material concerning my character, past employment or any other information requested. I hereby authorize the full release of my employment and work record to the Transit Division of King County for the purpose of evaluation and consideration for employment including, but not limited to, specific reasons and details regarding my resignation and/or termination, attendance and punctuality, infractions or any disciplinary actions I may have received, and disclosure of all performance evaluations for the previous ten (10) years. I agree to hold current or former employers harmless from any claim or action based upon the release of information or documentation relating to my employment record. I acknowledge I have read and understand the above information. By selecting yes and completing my name in the field below, I provide my consent for King County Metro Transit to obtain the above referenced information.

      • Yes
      • No
      12
      Applicant Name:

        * Required Question

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