Engineering Assistant

City of Springfield

ENGINEERING ASSISTANT

Pay Grade: 118

FLSA Status: Nonexempt

Bargaining Unit: OPEU

Benefits Summary

GENERAL DUTIES AND RESPONSIBILITIES

Under the general supervision of a unit supervisor or mid-manager, performs paraprofessional contract administration, project coordination and participation, recordkeeping duties, customer and vendor assistance, and budget and capital improvement planning/monitoring support. Performs related duties as required.

Essential Duties

1. Maintains records of property owners in construction areas and notifies them of potential effects during construction; monitors submittals between contractors, owners, and consultants; tracks progress of payments and maintains associated records.

2. Maintains records, accounts and databases for user fees, and provides customer service; conducts account troubleshooting and adjustments; establishes and updates a recordkeeping and processing system for project change orders; maintains and accesses document control systems for public works activities.

3. Prepares a variety of progress reports and summaries of construction projects; submits reports to department supervisors and managers; participates in contract close-out processes including the preparation of final payments and final reports.

4. Monitors certified payroll documents submitted by contractors; reviews changes to State and Federal wage requirements for the preparation of bid documents, and adjusts internal processes accordingly.

5. Coordinates the procedural aspects of pre-bid and pre-construction conferences and project meetings; assists in the review of specifications for completeness and accuracy; provides the necessary follow-up information after meetings.

6. Prepares bid tabulations, bid review documents, agency documents, and conformed documents; arranges for the sale and disbursement of contract documents and addenda; reviews submitted bid documents for completeness and accuracy.

7. Posts, balances, and maintains manual and computerized subsidiary journals and accounting records using a variety of bookkeeping methods and spreadsheets; collects, organizes, and analyzes data; maintains a variety of project, administrative, contract, and financial records; assists in department budget preparation and in tracking budget expenditures.

8. Completes basic research, develops memos and correspondence, and provides coordination assistance for a wide variety of special projects; provides technical information on department activities, services, and fees.

9. Provides administrative support for boards, commissions, or committees as appropriate, including meeting coordination and setup, mailings, preparing printed material, and meeting follow-up.

QUALIFICATION REQUIREMENTS

General Knowledge, Skills, and Abilities

Considerable knowledge of paraprofessional support procedures as they relate to construction contract administration; knowledge of contract bidding, submittal processing, progress payments, and contract recordkeeping and reporting; knowledge of data processing techniques and applications; knowledge of financial/ recordkeeping practices; knowledge of basic public works plans and specifications; knowledge of general municipal functions and organization as they relate to public works construction; knowledge of report writing techniques; ability to perform paraprofessional contract administration, project coordination, and project recordkeeping duties; ability to complete projects and assignments independently; ability to interpret, apply, and explain division rules, regulations, and procedures, within the scope of the position; ability to utilize word processing, spreadsheet, database, and network operating systems sufficiently to perform the duties of the position; ability to communicate effectively orally and in writing; ability to operate a variety of office equipment to include: typewriters, calculators, copy machines, and FAX machines; ability to establish and maintain cooperative working relationships with City staff, members of the public, contractors, and representatives of other governmental agencies and public utilities; ability to assist in the development and revision of office procedures and relevant computer applications; ability to assemble data and prepare summaries, analysis, recommendations, and reports.

Experience and Training

Four years of paraprofessional experience in: contract administration, project coordination, project or statistical recordkeeping, or engineering office support, or any combination of experience, training, and education that provides the required knowledge, skills, and abilities.

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