Project Management Assistant

Salary: Range 270

Under the direction of the Director of Facilities, Planning and Construction and Chief Operations Officer, perform a variety of specialized technical and administrative support duties related to school facility and construction projects and activities; monitor the gathering and analysis of data related to project management, scheduling, and resource management; develop and maintain spreadsheets and project plans; assist project managers in the coordination of larger and more complex facilities projects; coordinate minor projects, site development or improvements, and civic center permit use.

The Project Management Assistant performs specialized technical and administrative duties in support of the Districts facilities, planning and construction projects and civic center activities.

• Perform a variety of specialized technical and administrative support duties related to school facility and construction projects and activities and provide support to project managers for other large or complex projects.
• Coordinate the design, execution and modification of minor or routine District facility projects such as building additions and alterations or parking facilities, by acting as the immediate responsible contact for such projects.
• Review the work of the project architect or engineer to ensure that the design and construction remains within the scope and budget limitation of the project.
• Review change orders requested by the District representatives, architects or contractors and provide advice on budget, schedule, and utility implications.
• Coordinate and monitor projects with internal and external project managers for large and complex projects.
• Prepare reports on the status of project budget and project future requirements.
• Maintain records about capital project budget adjustment and recommends specific funding sources for budget adjustments.
• Coordinate the gathering and compilation of information about the scheduling of various phases of facilities projects.
• Prepare project related information for submission to management.
• Coordinate the preparation and periodic update of project cost estimates.
• Monitor project expenditures to insure that the project has sufficient funding and is constructed within budgeted funds.
• Identify potential project problem areas in advance and take corrective action or notify competent authority as necessary.
• Develop and recommend the implementation of systems designed to reduce the lapse time and cost of facility projects and systems, and for obtaining data and maintaining records for all capital projects related matter.
• Monitor schedules for projects by reviewing reports on completion, changes or revisions from project management personnel.

• Policies, objectives and guidelines about school facilities and construction project management functions.
• Basic terminology, practices and procedures related to school facility and construction project management activities.
• Business letter and report writing, editing and proofreading.
• Financial and statistical record-keeping techniques.
• Preparation of comprehensive budget and contractual reports.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Data control procedures and data entry operations.
• Use and processing of invoices, change orders, scopes of work, requisitions and related documents.
• Applicable sections of the State Education Code and other applicable laws and guidelines such as those promulgated by the Department of State Architecture, Office of Public School Construction, Department of Industrial Relations, and the Americans with Disabilities Act as Amended.
• Interpersonal skills using tact, patience and courtesy.
• Oral and written communication skills.
• Modern office practices, procedures and equipment.
• Operation of a computer and assigned software, including project management related software.
• Methods of collecting and organizing data and information.

• Perform a variety of specialized project management and administrative support duties related to facilities and construction projects and activities.
• Collect and account for various expenditures and project costs.
• Utilize a computer to input data, develop and maintain spreadsheets and generate a variety of computerized reports.
• Maintain accurate financial and statistical records.
• Operate standard office equipment including a computer and assigned software.
• Communicate effectively both orally and in writing.
• Establish and maintain cooperative and effective working relationships with others.
• Meet schedules and time lines.
• Perform mathematic calculations quickly and accurately

• Ambulatory ability to move to various construction, office and school site locations.
• Hand-eye coordination and manual and finger dexterity to operate a computer, write, keyboard and operate other standard equipment.
• Auditory ability to carry on conversations in person and over the telephone.
• Near visual acuity to read printed material, drawings and computer screen.
• Function indoors and outdoors engaged in work of sedentary to a moderately active nature.
• Bending at the waist, kneeling or crouching.

Education and Experience
Graduation from high school or GED equivalent and thirty (30) semester hours of college level course work in architecture, engineering, construction management, project management or a closely related field. Two (2) years of technical, administrative or professional support for school facility, building, construction or maintenance projects. Experience and /or education of the same kind, level and amount as required may be substituted on a year-for year basis.

Licenses and Certificates
Valid class C California drivers license. Must meet requirements of the Districts Insurance Carrier.

Working Conditions
Work is performed in an office environment with minimal exposure to health and safety considerations and in the field to include site visits to construction projects.