Job Title:Project Assistant
Opening Date/Time: Wed. 09/11/19 12:00 AM Pacific Time
Closing Date/Time: Mon. 09/30/19 5:00 PM Pacific Time
Salary:$24.68 - $29.03 Hourly
Job Type:REGULAR FULL-TIME
Location:345 6th Street, Bremerton, Washington
Department:Public Works and Utilities
FLSA:Non-exempt position, eligible for overtime compensation.
Under general supervision performs administrative and fiscal technical support on management of capital projects and the capital improvement program. Updates financial forecasts and expenditure status to keep management appraised of project expenditure status, and develops finance and project status reports for grants and loans. Tracks and processes all invoice and payment reconciliation among agencies, consultants, contractors, and grantors. Assists project managers to ensure compliance with grant and loan rules and regulations. Performs a variety of technical activities to ensure compliance with federal and state labor standards for construction projects. Primarily responsible for the organization and maintenance of department records.
Representative Essential Duties and Responsibilities:
(Note – this list is intended only to illustrate the various types of work that may be performed. The omission of specific statements does not exclude them from the position.)
• Provides support in coordinating assigned projects with other City Departments, local jurisdictions, regional, state, and federal agencies.
• Organize project meetings and meeting minutes/documents.
• Prepares and maintains all required administrative and financial documentation for assigned projects. Prepares related correspondence, reports and spreadsheets.
• Assures all documents, invoices and contracts are compiled in accordance with regulatory requirements. Provides interface with engineers, accounting staff, consultants, and contractors to assure administrative functions are appropriately completed.
• Monitors project budgets and documentation to ensure that all regulatory requirements are being met.
• Processes contracts and agreements for award and performs closeout function.
• Provides information to the public and others on rules regulations, policies and procedures pertaining to projects.
• Submits requests for grant reimbursement, ensuring financial grant reporting is properly submitted.
• Assists in the preparation of grant and loan forms.
• Facilitates project audits with auditing agencies and responds to audit requests.
• Manages records archive according to records retention rules and regulations.
- Regular attendance is an essential requirement
- Performs related work as assigned and/or required
Qualifying Education and Experience (Minimum Requirements):
Any combination of education experience equivalent to an Associate of Arts degree in business administration, accounting or related field and two years responsible experience in performing administrative, clerical or accounting relative to engineering and construction project management. Experience in gathering and manipulating financial data, and using computers and other office tools and equipment. Experience in using spreadsheets and word processing. Understanding of mathematics as it applies to finance and accounting. Experience working with outside agencies contractors and the general public.
A valid Washington State driver's license is required.
• Capital project scheduling and budget procedures.
• Computerized financial systems.
• Governmental accounting principles and practices.
• Operation of a personal computer in word processing financial applications and record keeping.
• Guidelines and requirements for a variety of loans and grants.
• General operation of a public works and utilities department.
• Communicate effectively both orally and in writing.
• Work with minimal direction.
• Learn and understand government accounting principles and practices.
• Assist in contract award and contract management processes.
• Ensure that projects are compliant with relevant grant, loan, and procurement rules.
• Communicate with funding agencies to ensure grant and loan compliance.
• Prepare electronic spreadsheets using a variety of financial functions to track project revenues and expenditures.
• Examine and verify financial documents and reports.
• Establish, implement, and maintain documentation procedures.
• Learn governmental principles and practices.
• Prepare variety of financial statements, reports and analyses.
• The ability to get along with others and be effective team member.
Required Application materials: City application and personal résumé are required. Incomplete application packets will not be considered. Required application materials must be returned to the Human Resources Office by 5:00 p.m. on the closing date. The City of Bremerton is NOT responsible for errors of any kind with faxed or e-mailed application packets. Original signature is required on paper application forms. It is the responsibility of the applicant to carefully list all pertinent experience and training.
Appraisal of Experience and Education/Training: Application packets will be evaluated on the basis of information provided. Applicant's education, training, and experience will be assessed. The passing score is 70%. The top qualifying candidates will be invited to participate further in the examination process. Meeting or exceeding qualifications does not guarantee the applicant will be invited to participate in the oral examination process.
Oral Examination: A panel will evaluate the applicant's training, experience, and ability to perform the job.
Placement on the eligibility list is determined by weighted examination scores as follows:
Appraisal of application packet regarding Experience and Education/Training -
Passing Score 70% - Weight 40%
Oral Examination - Passing Score 70% - Weight 60%
Applicants must achieve a score of 70% or better on each portion of the exam in order to be placed on the hiring list.
NOTE TO APPLICANTS WITH DISABILITIES: Applicants with disabilities who will need special accommodation for examination must advise Human Resources no later than one (1) week prior to the scheduled examination so that appropriate arrangements can be made. (360) 473-5348.
Fair Labor Standards Act: The classification is non-exempt under the laws of Fair Labor Standards Act minimum wage and overtime provisions.
Representation: The classification is included in the bargaining unit pursuant to the Recognition Article of the current labor agreement between the City of Bremerton and the Teamsters Local 589.
Civil Service: The classification is excluded from the City's Civil Service System.
Appointment and Removal Authority: The position is filled by appointment by the Department Head. Removal is by action of the Department Head in conformance with Human Resources Policies.
This classification specification does not constitute an employment agreement between the City and employee. It is subject to change by the City, with the approval of Human Resources, as the needs of the City and requirements change.
The City of Bremerton is proud to be an Equal Employment Opportunity Employer committed to a diverse workforce.
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Location/Region: Bremerton, WA