Construction Projects Specialist (3 vacancies)Position Number::
Facilities Planning and ManagementJob Category::
Classified Unit ATime (Percent Time)::
12 months/yearCurrent Work Schedule (days, hours)::
Monday - Friday: 8:00am - 5:00pmSalary Range::
Steps 1-6: $4,555 - $5,813/monthShift Differential::
Shift differential eligibility based on the current collective bargaining agreement.Open Date::
07/30/2021Initial Screening Date::
08/30/2021Open Until Filled::
Complete application packets will be accepted until the position is filled; however, applications submitted by 11:59 p.m. (PT) on the listed Initial Screening Date are assured consideration. Health & Welfare::
Applicants must submit all of the following materials online, unless otherwise noted, at Mt.SAC Employment Website to be considered for this position:
1. A Mt. San Antonio College online application.
2. A cover letter describing how the applicant meets the required education and experience.
3. A detailed résumé that summarizes educational preparation and professional experience for the position.
4. If applicable, College and/or university transcripts showing the awarded/conferred degree are required and must be submitted with the online application by all applicants, including current or former employees of the college, to demonstrate that the required educational qualifications are met. Unofficial transcripts are acceptable at the time of application; however, copies of diplomas are not accepted in lieu of transcripts.
5. Optional – Three letters of recommendation that reflect relevant experience (do not use social media or professional networks as a means to provide letters of recommendation). Confidential letters of recommendation are not allowed for this position.
The College contributes an annual premium up to the family coverage amount for Kaiser Permanente $15 office visit medical, DeltaCare HMO dental, VSP vision and life insurance plans. Lifetime retirement benefits provided for eligible retirees. Basic Function/Overview::
The District participates in the Public Employees’ Retirement System (PERS), State Teachers’ Retirement System (STRS) retirement programs, and National Benefit Services.
*Note: Salary and Health & Welfare Benefits are subject to change.
DEFINITION: Essential Duties/Major Responsibilities::
Under general supervision performs technical and administrative support activities for the District’s Facilities Planning and Management Department; provides highly responsible administrative support to the District’s construction and facilities maintenance projects; serves as the “point of contact” between departmental personnel, external contractors, and professionals.
SUPERVISION RECEIVED & EXERCISED:
Receives general supervision from the Manager, Facilities Support Services. Exercises no supervision of staff.
This is a journey-level administrative classification performing specialized administrative assistance involved in the District’s facilities, construction, and maintenance projects. Incumbents in this classification maintain the records for multiple construction projects. This class is distinguished from the Construction Projects Manager in that the latter is responsible for more complex and higher-level technical work related to the District’s construction projects and exercises a higher level of discretion and independent decision-making.
1. Plans, organizes, and carries out administrative and office support assignments related to the District’s Facilities Planning and Management Department projects as related to project construction files and contracts.Other Duties::
2. Develops and maintains computerized and manual records management systems for the District’s official documents as related to construction projects; maintains accurate and detailed records, verifies accuracy and completeness of project files, and researches and resolves discrepancies and omissions.
3. Maintains District contracts and insurance and licensing for outside contractors and vendors; ensures compliance with District policies and procedures.
4. Enters project schedules and budgets to master tracking system; tracks, monitors, and reports project expenditures; assists with construction project progress payments; works with project team to ensure accurate and timely payments; reconciles estimated versus actual construction costs and follows up on discrepancies; reviews Request for Information (RFI), submittals, and payment applications to ensure compliance with contract specifications.
5. Schedules, coordinates, and attends planning, design, and construction progress meetings; acts as meeting secretary including preparing informational packets for meeting participants, setting up for meetings, and recording, transcribing, maintaining, and disseminating the minutes/meeting notes to participants.
6. Obtains competitive bids and cost proposals for project materials and services from contractors, materials suppliers, and specialty vendors; monitors and reports on status of orders; coordinates with Accounts Payable personnel to ensure that requisitions for services and supplies are paid in a timely manner.
7. Prepares Board Agenda items, such as consultant approvals and bid project change orders.
8. Collects, maintains, and submits project documentation to the States Architects office to ensure timely close out of project files.
9. Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical and statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
10. Composes, types, edits, and proofreads a variety of documents, including forms, memos, administrative, statistical, financial, and reports, and correspondence for department staff; inputs and retrieves data; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections.
11. Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
12. Coordinates and integrates department services and activities with other District departments and outside agencies.
13. Operates a variety of standard office equipment.
14. Learns and applies emerging technologies and, as necessary, to perform duties in an efficient, organized, and timely manner.
Performs other related duties as assigned.Knowledge Of::
1. Proper terminology, materials, and equipment used in the construction trades within areas of responsibility.Skills and Abilities::
2. Facilities planning processes and procedures.
3. Division of the State Architect project documentation requirements.
4. Applicable codes, regulations, policies, technical processes, and procedures related to the department to which assigned, including Public Contract Code as it relates to the Procurement of Construction Services and project bidding process.
5. Business arithmetic and basic financial and statistical techniques.
6. Record-keeping principles and procedures.
7. Modern office administrative support practices and procedures, including the use of standard office and computer equipment.
8. Computer applications related to the work, including word processing, database, and spreadsheet applications.
9. English usage, grammar, spelling, vocabulary, and punctuation.
10. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, students, and District staff, including individuals of various ages, disabilities, socio-economic and ethnic groups.
1. Perform responsible administrative support work with accuracy, speed, and general supervision.Minimum Qualifications/ Education & Experience::
2. Provide varied and responsible office administrative work requiring the use of tact and discretion.
3. Understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities.
4. Interpret and apply administrative and departmental policies and procedures.
5. Respond to and effectively prioritize multiple phone calls and other requests for service.
6. Interpret, apply and explain applicable District policies, rules, and regulations related to areas of responsibility.
7. Compose correspondence and reports independently or from brief instructions.
8. Make accurate arithmetic, financial, and statistical computations.
9. Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
10. Establish and maintain a variety of filing, record-keeping, and tracking systems.
11. Organize own work, set priorities, and meet critical time deadlines.
12. Operate and maintain modern office equipment, including computer equipment and specialized software applications programs.
13. Use English effectively to communicate in person, over the telephone, and in writing.
14. Understand scope of authority in making independent decisions.
15. Review situations accurately and determine appropriate course of action using judgment according to established policies and procedures.
16. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Equivalent to the completion of the twelfth (12th) grade and three (3) years of responsible administrative support experience, which includes at least two (2) years in construction, architecture and/or facilities management.Equivalencies::
Any combination of training and experience which would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications is listed in the Minimum Qualifications section.License(s) & Other Requirements::
The incumbent may periodically be required to travel to a variety of locations. If required to operate a vehicle in the position, employees must demonstrate possession of a valid California Driver’s License.Working Environment::
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.Physical Demands::
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone; may be required to operate a motor vehicle and to visit various District and meeting sites. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Incumbents in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 20 pounds.Conditions of Employment::
Official offers of employment are made by Mt. San Antonio College Human Resources and are made contingent upon Board approval. It is also required that a final offer of employment will only be made after the candidate has successfully been live-scanned and clearance for employment is authorized by Human Resources. Costs for live-scan services shall be borne by the candidate. Special Notes::
Notice to all prospective employees – The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Administrative Procedure 3518, titled Child Abuse Reporting, as a condition of employment.
As required by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Mt. San Antonio Community College Annual Security Report is available here: Mt. SAC Annual Security Report 2017
The person holding this position is considered a ‘Responsible Employee’ under Title IX of the Educational Amendments Act of 1972 and is required to report to the College’s Title IX Coordinator all relevant details reported to him or her about an incident of alleged sexual misconduct including sexual harassment, sexual assault, dating and domestic violence and stalking.
A confirmation number will be assigned when your application packet indicates the supplemental questions have been answered and a document has been attached to each required link. Assistance with the online application process is available through Human Resources at 1100 N. Grand Avenue, Walnut, CA 91789-1399. Human Resources: (909) 274-4225. E-mail: [email protected]. Foreign Transcripts::
DO NOT include photographs or any personal information (e.g. D.O.B, place of birth, etc.) on your application or supporting documents.
TRAVEL POLICY : Costs associated with travel in excess of 150 miles one way from residence for the purpose of an interview will be reimbursed up to a $500 maximum (per position recruitment). Relocation costs will be borne by the successful candidate. Travel reimbursement claims must be submitted no later than 30 days following the interview date.
THE MT. SAN ANTONIO COLLEGE DISTRICT WILL NOT SPONSOR ANY VISA APPLICATIONS.
Transcripts issued outside the United States require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the filing deadline. Accredited evaluation agencies can be found on the National Association of Credential Evaluation Services Website.Inquiries/Contact::
Human Resources Selection Procedure::
1100 N. Grand Avenue, Walnut, CA 91789-1399.
Phone: (909) 274-4225
E-mail: [email protected]
A committee will evaluate applications, taking into account breadth and depth of relevant education, training, experience, skills, knowledge, and abilities. The screening committee reserves the right to limit the number of interviews granted. Meeting the minimum qualifications for a position does not assure the applicant of an interview. Special Instructions to Applicants::
Interviews may include a writing sample, committee presentation, and/or performance test. The start date will be following Board approval and receipt of live scan clearance.
To be guaranteed consideration, it is the applicant’s responsibility to ensure that all required materials are received before the initial screening date and time indicated on the job posting. Incomplete application packets will not be considered. All application materials will become College property, will not be returned, and will not be copied. Please visit our employment website at Mt. SAC Employment Website to complete and submit your application for this position.EEO Policy::
The College is an equal opportunity employer. The policy of the College is to encourage applications from ethnic and racial minorities, women, persons with disabilities, and Vietnam-era veterans. No person shall be denied employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex (gender), age, sexual orientation, or the perception that a person has one or more of these characteristics.Conflict of Interest:
Mt. San Antonio College employees and the Board of Trustees members shall not engage in any employment or activity that is inconsistent with, incompatible with, or in conflict with Mt. San Antonio College’s Administrative Procedures (AP 2710 Conflict of Interest, AP 2712 Conflict of Interest Codes).Cancel RTF Policy::
We reserve the right to re-open, re-advertise, delay, or cancel filling this position. This recruitment may be used to fill future vacancies.Quick Link: