Support Specialist - Engineering

Support Specialist - Engineering

Overview
Provide administrative support to the Project Delivery department. Conduct project support activities including: assisting with bid and contract development; coordinating contractor access and badging; facilitating project procurements through purchase requisitions, purchase orders, and invoice processing; managing project documentation such as bids, submittals, and records; monitoring, tracking, and reporting on project expenses; and maintaining inventory of project office supplies. This role is pivotal in sustaining working relationships with both internal and external customers by delivering information efficiently, professionally, and promptly. It serves as the initial point of contact for customer service within Project Delivery.

Responsibilities

• Process invoices and year-end accruals. Monitor, track, and report on project expenses. Prepare purchase requisitions and purchase orders. Conduct miscellaneous purchasing and assist with the preparation of expense reports and reconciliations.
• Assist with the development of project documents, including bid packages, contracts, and specifications. Manage the receipt and processing of contractor submittals, requests, and correspondence. Compile and disseminate meeting minutes and reports. 
• Maintain and archive project records (electronically and physically), which includes document filing, scanning, and indexing.
• Respond to inquiries, explain procedures, or escalate more complex calls to senior staff. Coordinate Contractor access, badging, and safety orientation.
• Order and distribute office supplies, ensure printers are stocked with paper and ink, monitor the operation of office equipment and arrange for repairs, and maintain the small asset inventory.
• Provide assistance to Project Delivery Support Specialists at other locations (RR, RI, HQ) in times of absence or high workload.
• Maintain regular and predictable attendance: Perform related duties and responsibilities as required. Comply with District policies. Complete all required training. Maintain a working knowledge and comply with District safety procedures and specific safety requirements of this position, and those in accordance with applicable provisions of the Revised Code of Washington (RCW) and Washington Administrative Code (WAC).
• As an essential function, drive a motorized vehicle while conducting business on behalf of the District.

Reports To
Manager - Project Support

Overtime Exemption
Non-Exempt

Qualifications
Experience

• 2+ years administrative support experience. Experience in supporting engineering and project management teams is preferred. 

Licenses and Certifications

• Valid Driver's License at hire and WA Driver's License within 30 days of hire required. 

Skills and Abilities
A fully skilled incumbent will have the following knowledge skills & abilities: 

• Requires strong customer service and verbal skills in communicating effectively and professionally with others. 
• Strong organizational skills and the ability to prioritize multiple tasks. 
• Ability to work with accuracy and attention to detail while managing frequent interruptions. 
• Ability to work collaboratively and provide quality service. 
• Must be self-motivated and have the ability to work well in a team environment and/or under minimal supervision. 
• Proficiency in Microsoft software applications is required as evident by clerical aptitude testing (Word and Excel at 50%) 
• To perform this job successfully, an individual is required to have knowledge of Microsoft Outlook; Microsoft Excel; Microsoft Word; Microsoft PowerPoint; FileNet; Project Collaboration software; PC hardware; and general office equipment including computers, printers, fax, copiers, phones, etc. Requires knowledge or ability to learn and become proficient in industry related software such as PeopleSoft Financials, Maximo Work Order Processing, Procore, SharePoint, BlueBeam, and Primavera. 
• Must be proficient in reading, writing and speaking English. 

Physical Demands

• Sitting - Regularly
• Standing - Frequently
• Walking - Occasionally
• Stooping/Bending - Occasionally
• Reach Waist to Shoulder - Occasionally
• Wrist/hand/fingers manipulation (keyboarding, mousing, etc.) - Regularly
• Repetitive Motions - Frequently
• Talking - Frequently
• Visual - Far Acuity - Occasionally
• Visual - Depth Perception - Occasionally

Working Conditions

• Noise Intensity Level: - Moderate

District Values

• Safety - Protect public and employee health and safety
• Stewardship - Acting on behalf of customer-owners, protecting public resources entrusted to us
• Trustworthy - Competence, integrity, respect
• Operational Excellence - High-quality innovative work execution

Equal Opportunity/ADA

Chelan PUD is an Equal Employment Opportunity employer (EOE Minorities/Females/Protected Veterans/Disabled). We value diversity at all levels of the organization. All qualified applicants will receive consideration for employment without regard to any protected classifications as defined by law.

EEO Law Posters can be found on the main Careers (chelanpud.org) page in English and Spanish. 

The job functions and physical requirements described above are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.