JOB SUMMARY
The purpose of this classification is to complete projects, coordinate administrative assignments and maintain financial records. Work involves analyzing and processing highly complex information for administrative and technical tasks related to assigned projects, processing procedures and programs, compiling various financial and administrative reports, and making necessary recommendations for improvement.
This position will support the project control manager in ensuring all project documents are properly stored, filed, and easily digitally accessible, assist in tracking changes to documents, version control, and maintaining up-to-date records, prepare standard reports, such as status updates, progress reports, and budget tracking sheets, for project managers, track budget, costs, and schedule variances and ensure they are reported accurately, assist in monitoring and documenting project costs, and ensure that spending aligns with the project budget. Will also be responsible for reviewing, organizing, and submitting invoices or payment requests to the finance department.
ESSENTIAL FUNCTIONS
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Provides complex administrative or financial support through assigned projects for the assigned department. Compiles and processes information as required. Performs calculation, interprets budgetary data, and assists personnel of other work areas. May maintain confidential information or records.
Assists in developing unit budgets, and controlling and accounting for expenditures within fund allocations. Resolves budgetary and purchasing discrepancies through established methods. Researches and attempts to resolve administrative issues.
Performs wide range of posting, tabulation and calculating. Maintains schedules, records and accounts. Maintains calendars or logs of own tasks. May prepare, process and authorize various financial records including requisitions and payments. Schedules routine and special meetings.
Responds to telephone inquiries and complaints internal and external to the department.
May coordinate and make recommendations regarding financial programs, administrative procedures and actions with employees, vendors, governmental agencies and District staff.
Operates a personal computer, and general office equipment as necessary to complete essential functions, including the use of word processing, spreadsheets, databases, or other system software.
Performs other related duties as required.
SUPERVISION RECEIVED
Works under the general direction of a supervisor or manager.
QUALIFICATIONS
Associate's degree in public or business administration, or a related field, plus three (3) year of experience in governmental or business administration, including experience with personal computers and related software, or any equivalent combination of education, training and experience which provides the requisite knowledge, skills and abilities for this classification.
Preferred experience:
The ideal candidate will possess strong Excel skills and the ability to create spreadsheets, analyze data, and create pivot tables and charts. Proficiency in document creation using Adobe Pro a plus. Experience with SAP and Open Text is desired. Strong ability to produce and customize reports to business metrics, project progress of financial data is desired. Coursework in accounting a plus.
PERFORMANCE APTITUDES
Data Utilization
:
Requires the ability to review, classify, categorize, prioritize, and/or analyze data and/or information. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose ofrecognizing actual or probable interactive effects and relationships.
Human Interaction
: Requires the ability to coordinate programs or resolve problems associated with job.
Equipment, Machinery, Tools, and Materials Utilization
:
Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude
:
Requires the ability to utilize a wide variety of reference, descriptive, advisory and/or design data and information.
Mathematical Aptit
