Facilities Development Assistant

Montebello Unified School District; Cerritos (CA); On-site; USD 42,000 - 65,000; Full time

Job summary

Montebello Unified School District is seeking qualified candidates for an eligibility-list recruitment to support Facilities Development and district administrative functions. The role involves clerical and accounting duties, preparing contract-related documents, and generating financial reports for state and district use.

Successful applicants will join a team that supports construction projects, bid processing, compliance with laws, and the maintenance of detailed project records.

Qualifications

• Graduation from high school, G.E.D. equivalency or higher; supplemented by college course work in business and accounting.
• At least three years of experience performing a combination of clerical, accounting and related duties.

Responsibilities

• Prepares Board actions for contracts, change orders and related project documents.
• Researches financial and statistical records and generates mandated reports.
• Maintains project files, cost estimates and reimbursement documentation.
• Reviews budget account numbers for accuracy and compliance.
• Interacts with multiple regulatory agencies and district staff to coordinate projects.
• Operates office software and databases to input, sort and report data.

Skills

Analytical thinking

Problem solving

Reading comprehension

Attention to detail

Integrity

Self-management

Professional communication

Financial records

Office software

Education

High school diploma plus business/accounting coursework

Tools

Excel

Word processing

Database software

Spreadsheets

Accounting software

Job description

Position Information:

This is a open competitive recruitment to create an eligibility list for current and future vacancies. Incumbents in this position perform a broad range of complex and specialized administrative support functions requiring proficiency in key competencies, including analytical thinking and problem-solving, reading comprehension, results-oriented performance, dependability, attention to detail, integrity, self-management, and professional effectiveness. Successful candidates are expected to work eight (8) hours a day, five (5) days a week, and twelve (12) months per school year.

Duration of eligibility list:

Successful candidates will be placed on the eligibility list that will remain valid for six months from the date of approval by the Personnel Commission.

GENERAL PURPOSE

Under general supervision, performs a variety of responsible and technically complex clerical and accounting duties in the research and tracking of financial and statistical documents, records and mandated reports; assists District administrative staff with documentation and communications related to the planning, construction and renovation of school buildings and facilities; prepares statistical documents, filing financial records on server and mandated reports; and performs related duties as assigned.

DISTINGUISHING CHARACTERISTICS

Within the Facilities Development Department, the incumbent in this class performs progressively responsible and technically complex clerical and accounting duties for assigned functions of the department. The incumbent interfaces with the Office of Public School Construction, Division of the State Architect, Los Angeles County Office of Education, attorneys, disaster relief agencies, surety and insurance companies, a variety of District departments and administrative staff, building departments within the District's boundaries, architects, consultants, project managers, engineers, laboratories, contractors and the public.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• 1. Prepares Board actions for award of contracts, change orders, substitution of subcontractors, professional service agreements, emergency resolutions, time extensions, easements, notices to proceed and notices of completion of projects.
• 2. Under supervision, interprets developer fee laws that precisely bear on specific situations of assessable areas.
• 3. Assists in coordinating time frames for construction project bids from the architectural phase, bid specifications, publication of notice to contractors calling for bid, bid openings, award of contracts, agreements, bonds and insurance, start of construction, final inspection, issuance of notices to proceed, notice of completion of project, and final retention payment.
• 4. Researches, compiles, maintains and updates various financial and statistical records and reports; computes and reconciles financial and statistical data and transactions relating to payments and reports to local, state and federal agencies, contractors, architects, engineers, consultants and the public.
• 5. Under guidance, prepares and edits bid specifications for asbestos abatement, all phases of construction, demolition, air conditioning and insulation work as well as special requirements for state and federal funds concerning construction projects (Davis‑Bacon Act).
• 6. Researches and compiles technically complex information for approval of disaster relief funds from the state and federal government.
• 7. Receives and processes construction bids, attends bid openings, reviews and validates bid documents by verifying the contractor's current California licensing status and certificate of workers compensation insurance.
• 8. Releases information regarding bid results.
• 9. Prepares and processes construction project agreements, bonds and insurance documents for accuracy.
• 10. Develops, prepares and maintains project files including cost estimates, expenses, statistical data, financial reports, laboratory and inspection reports; summarizes raw data and formats reports for justification of District claims for reimbursement from the State Allocation Board.
• 11. Assists District administrative staff by compiling and generating a database to obtain pertinent information for closure and reimbursement to the State Allocation Board for modernization construction project claims.
• 12. Interfaces with external regulatory agencies.
• 13. Receives, reviews, calculates, verifies amounts and creates requisitions, reports and other financial and statistical documents; performs analysis and maintains controls.
• 14. Balances accounts for deposit and/or refund and generates appropriate backup information for the District's Accounting Department to issue invoices.
• 15. Reviews and verifies budget account numbers; calculates and verifies amounts to ensure accuracy, completeness and compliance with legally required guidelines.
• 16. Responds to issues and questions and provides information to District employees and administrative staff, contractors, consultants, architects, engineers, building departments within the District's boundaries, disaster relief agencies, the county health department, Southern California Air Quality Management District, the Office of Public School Construction, Division of the State Architect, attorneys and others; interprets and explains relevant laws, regulations, procedures, contracts, Board actions, California education code, labor code and public contract code.
• 17. Maintains and updates reference materials from the California Education Code, state and federal prevailing wage rate determinations and the Americans with Disabilities Act Compliance Guide.
• 18. May assist in training personnel and in arranging workshops and in-service training programs on asbestos abatement, insulation repair activities and hazardous materials awareness programs.
• 19. May record final clearance for air monitoring results and notify appropriate parties.
• 20. Develops, prepares and maintains a variety of records, lists, reports, surveys, site maps, inventory of building schedules, of contracted bids and other information.
• 21. Prepares a variety of District, local, county, state and federal mandated reports, records and documents; composes correspondence independently; prepares letters, memos, transmittals, forms and reports.
• 22. Coordinates with state and federal agencies, architects, engineers, attorneys, project managers, District administrative staff for meetings, conferences and workshops.
• 23. Operates a computer to input information into a spreadsheet, sort, retrieve and analyze data and generate reports in accordance with established timelines; generates required lists, records and reports; backs-up and retrieves data.
• 24. Operates a computer, using database, word processing, spreadsheet and specialized software and the Internet; operates other office equipment such as a calculator, copier, typewriter, facsimile machine and phone.
• 25. Maintains confidentiality of a variety of sensitive materials.

MINIMUM QUALIFICATIONS

Knowledge of

• 1. Contracts, fees, notices and other documents related to Facilities Development.
• 2. The District's procurement policies, procedures, operations and terminology.
• 3. Applicable sections of the California education code, labor code, public contract code and other applicable laws.
• 4. Rules and regulations of Cal‑OSHA, OSHA, EPA and AQMD relating to building trades.
• 5. Laws, rules and regulations of the state and cities that encompass the District and may affect facilities development activities.
• 6. Correct English usage, grammar, spelling, punctuation and vocabulary.
• 7. Oral and written communication skills.
• 8. Secretarial skills, bookkeeping and statistical reports.
• 9. Financial and statistical record‑keeping techniques.
• 10. Interpersonal skills using discretion, tact, patience and courtesy.
• 11. Modern office practices, procedures and equipment.

Ability to

• 1. Verify specific information for technical drawings or sketches.
• 2. Research, interpret, apply and explain rules, regulations, policies and procedures or governmental regulations.
• 3. Effectively compose and present technical information in writing, in person or by telephone to others.
• 4. Assemble complete and concise bid specifications.
• 5. Perform basic mathematical skills quickly and accurately; incorporate mathematical formulas for building and trades quotations and estimates.
• 6. Prepare, process and edit legal ads and public notices for publication.
• 7. Compose and prepare reports and correspondence using correct English usage, grammar, spelling, punctuation and vocabulary.
• 8. Establish and maintain effective working relationships with others.
• 9. Implement, plan and organize work to meet multiple demanding schedules and time constraints.
• 10. Communicate effectively both orally and in writing.
• 11. Organize, develop, prepare and maintain detailed and comprehensive files and reports.
• 12. Work independently with little direction.
• 13. Compose and draft routine technical reports and communications for approval.
• 14. Operate a variety of office equipment including a personal computer and related software programs, calculator, copier, facsimile machine and phone.

Education, Training, and Experience

• Graduation from high school, G.E.D. equivalency or higher; supplemented by college course work in business and accounting.
• And, three years of experience performing a combination of representative duties or equivalent involving documents and laws, construction contracts, and financial and statistical record‑keeping.

Licenses; Certificates; Special Requirements

• A valid California Driver License.
• Proof of insurability.

PHYSICAL AND MENTAL DEMANDS

• Lift, carry, push, pull, bend, twist, stoop, kneel, walk, run, and crawl.
• Perform light physical exertion.
• Lift 25 pounds.
• Carry 15 pounds.
• Reach in all directions.
• Stand, sit and walk for extended periods of time.
• Work at a desk, conference table, construction site or in meetings of various configurations
• Read, interpret, and apply rules, regulations, policies and procedures

Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depends, in part, on the specific requirements for the job, the limitations related to disability and the ability of the selection authority to accommodate the limitation.

Examination will consist of four different parts

Evaluation of submitted job applications

Qualifying (NO WEIGHT) – Applicants must submit a full application, including proof of Driver License and Auto Liability Insurance.

Supplementary Questions

Qualifying (NO WEIGHT) – Applicants replies and answer choices to the supplemental questions will be evaluated and a passing score will be determined.

Written Exam

100% Weight – Applicant will take a written exam related to competencies deemed necessary for the District.A passing score will be determined after majority of eligible applicants have taken the written exam.

The Personnel Commission reserves the right to change, alter, cancel, add or modify examination parts, as well as weights and dates.