Summary: The Project Assistant provides project and administrative support to facilitate the planning, coordinating, scheduling, and cost accounting of Federal/Private construction and environmental remediation contracts to ensure that the goals/objectives of projects are accomplished within a prescribed time frame and funding parameters. Coordinate/perform administrative and logistical support services for a specific person or group (i.e., company executive, division, department, etc.).
The pay rate for this position is $27.81-$33.51/hour for Level I, $66,922-$94,840/year for Levels II/III.
This position comes with a competitive and comprehensive benefits package, including medical, dental, and vision insurance, life insurance, a 401(k) plan with a 3% match, paid time off (PTO), company-paid holidays, and an annual performance bonus.
This position will be posted for 5 days or until filled.
Essential Duties and Responsibilities: (including but not limited to)
- Coordinate arrangements of travel, hotel, car reservations, and preparation of itineraries with the appropriate travel staff.
- Compose and/or edit letters, memos, reports, procedures, etc., as required by the Project Manager/Project Staff for signature/approval.
- Act as a liaison between the Project Manager/Project Staff and others, such as other departments, external contacts, clients, etc. May be required to arrange meetings, clarify and resolve problems, coordinate work, and maintain working relationships.
- Oversee and/or process day-to-day administrative items (i.e., expense reports, supply requisitions, personnel transaction forms, operating budgets, etc.) per supervisor's authorization.
- Prepare invoices, special reports, statistical analysis, etc. per supervisor's request.
- Perform project-related research, development, and/or interpretation of data with little supervision or instruction.
- Assist senior staff members in coding, purchase orders, subcontractor invoices, costs, quantities, and actual expenditures for input into the cost collection system.
- Maintain records through filing, retrieval, retention, storage, compilation, coding, updating, and purging.
- Review field crew time sheets for accurate project coding, labor categories, and time collection; process per diem based on contract accepted rates; and process and code weekly expense reports.
- Coordinate delivery requirements with vendor and supervisor. Interface with PMs, accounting, and vendors to clarify invoice problems, prepare back charges, etc.
- Assist with Accounts Payable and Accounts Receivable.
- Assist with procuring services and supplies.
- Perform any other duties as assigned by management.
Level Specific Responsibilities: (may include but not limited to)
Level - I - Provide client assistance to project managers
- Engage program and project managers for task assignments
- Execute assigned tasks in accordance with work plans and direction from higher-level staff
Level - II - Provide client assistance to project managers
- Engage program and project managers for task assignments
- Execute assigned tasks in accordance with work plans and direction from higher-level staff;
- Project assistance to program and project managers; schedule and budget on assigned tasks
Level - III - Provide client assistance to project managers
- Engage program and project managers for task assignments
- Execute assigned tasks in accordance with work plans and direction from higher-level staff
- Project assistance to program and project managers
- Schedule and budget on assigned tasks
- Assist with task order and project bid proposals
Minimum Qualifications: All levels: - High School Diploma or equivalent
- Proficient computer skills using Microsoft Office Suite including Word, Excel, and Outlook
- Working knowledge of construction and environmental industries
- Exceptional attention to detail with proven interpersonal skills
- Solid knowledge of general office procedures and equipment
- Solid knowledge of converting paper data into a computerized form, keeping integrity intact
- Working knowledge of bookkeeping tasks
- Strong organizational skills and the ability to independently prioritize workload and tasks to optimize production
Level - I - One (1) to Three (3) years of relevant working experience, specialized training and/or a degree may be substituted for work experience
Level - II - Three (3) to Five (5) years of relevant working experience, specialized training and/or a degree may be substituted for work experience
- Knowledge of cost plus accounting, PIEE, and RMS
Level - III - Five (5) to Seven (7) years of relevant working experience, specialized training and/or a degree may be substituted for work experience
- Knowledge of cost plus accounting, PIEE, and RMS
Preferred Qualifications: - Associate degree in Accounting, Business Administration, or related discipline
- Willingness to work occasional overtime
- Willingness to travel to different office locations
- Experience with specialized ORAA accounting software
- Experience with Federal contracting
- Experience working in Costpoint, specifically with the time and expense functions
- Knowledge and experience with Procurement processes, Subcontracts and Purchase Orders
- Experience and knowledge of Alaska Native cultures
Core Competencies: - Technical Writing - Ability to prepare technical communications, documentation, regulatory forms, and correspondence.
- Self-motivated - Ability to be internally inspired to perform a task to the best of one's ability using his or her own drive or initiative.
- Communication - Ability to communicate effectively with others using the spoken word. Ability to communicate in writing clearly and concisely.
- Time Management - Ability to work in a high-paced, demanding work environment, deadline-driven schedules with the ability to organize work priorities.
- Goal Oriented - Ability to focus on a goal and obtain a pre-determined result.
- Accuracy - Ability to perform work accurately and thoroughly.
- Confidentiality - Ability to preserve confidential information.
- Cooperation - Capable of working independently as well as with varying levels of personnel and work disciplines to accomplish a team atmosphere.
Shareholder Preference: Pursuant to PL 93-638, as amended, preference will be given to qualified Ahtna Native Corporation Shareholders, Descendants, and Spouses in all phases of employment.
Working Environment: Generally, indoor office environment with frequent interruptions, often noisy, high paced atmosphere with tendencies of having an extremely heavy workload. While outdoors may be subject to site conditions, changes in temperature, weather conditions and noise levels.
Physical Demands (including but not limited to): Frequent sitting for prolonged periods of time, using hands/fingers requiring dexterity and coordination to handle files and single pieces of paper, reaching with hands and arms for items above and below desk level, talking, hearing, and seeing (up close, at a distance, along the periphery, with depth perception, and the ability to adjust focus); walking from place to place within the office with occasional use of stairs and no elevator available; bending, pushing, pulling, and standing for up to 2 hours; occasional lifting of up to 25 pounds such as small office equipment, files, stacks of paper, reference and other materials.
Work is generally performed in an office setting with ability to speak and receive phone communications often. Work requires computer usage with strength, dexterity, coordination, and visual acuity to use keyboard and video display terminal and other office equipment.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Schedule: Monday - Friday, hours based on business/operational needs
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
