Infrastructure - Transportation Office Coordinator

Kalispel Tribe of Indians; Cusick (WA); On-site; USD 60,000 - 90,000; Full time

Job summary

The Kalispel Tribe of Indians is seeking a Transportation Office Coordinator to provide administrative support to the Kalispel Tribal Transportation Office. You will develop transportation processes, monitor compliance with FHWA/BIA/DOT funding, and assist in planning, budgeting, and reporting across tribal roads and related infrastructure.

Responsibilities include coordinating project requests, maintaining contracts, and ensuring procurement meets tribal, state, and federal standards.

Qualifications

• Must have 5 years of office management experience.
• Must have 5 years of contract management experience.
• Proficient in Microsoft programs and other computer software.
• Strong writing, research and budgeting skills are required.
• Ability to work with tribal officials and the public with courtesy.

Responsibilities

• Develop and implement transportation processes and documents.
• Review and update policies to align with regulations.
• Coordinate project requests including scope, budget and scheduling.
• Ensure bid documents and contracts meet requirements.
• Maintain files and perform reporting and accounting tasks.
• Generate monthly data reports and reconcile issues.
• Schedule meetings, travel, and procure supplies.
• Represent the Tribe professionally in meetings and negotiations.

Skills

Microsoft Office

English proficiency

Time management

Budget management

Leadership

Team collaboration

Problem solving

Tools

GIS mapping software

OnBase

Transportation Data Software

Microsoft Word

Excel

PowerPoint

Job description

Summary of Functions:

The position will be directly supervised by the Transportation Director and will provide administrative support for Kalispel Tribal Transportation Office. The Transportation Office Coordinator will be an important part of the team and will be responsible for performing the following duties among others:

Essential Duties and Responsibilities:

• Development and implementation of transportation process, protocols, and documents that meet the compliance regulations associated with funding from FHWA, BIA, DOT and any other potential funding resources;
• Works with the Transportation Director to review and update all policies and procedures within the Roads program to ensure that they are aligned with Tribal, State, and Federal regulations
• Monitors and researches any potential state or federal regulation changes, that may directly impact Kalispel Tribal Transportation Programs and assists the Transportation Director in making programmatic changes to accommodate these changes in regulations.
• Receives, coordinates, and schedules all incoming project requests. This includes duties related to scope of work development, project budget and coding set up, supply and material ordering, scheduling, and contract management.
• Ensures that all bid documents, contracts, award letters, invoicing, and other related transportation procurement activities meet Tribal State, and Federal requirements.
• Utilize the computer, specifically Microsoft Word, Excel, Power Point and Transportation Data Software to produce letters, reports, and spreadsheets.
• Maintain departmental files for projects, contracts and grants.
• Assist with fiscal accounting, including tracking department funds from multiple funding sources, both tribal and non-tribal.
• Generates monthly data reports and reviews to ensure accurate reporting and works with the Transportation Director and the Heavy Equipment Supervisor to reconcile any potential issues
• Ensures that all preventative Maintenance records are accurately recorded, filed and match the billing recorded on the budget summaries
• Ensures control/protection of departmental assets including vehicles and equipment to ensure compliance with Internal, BIA, and FHWA policies and procedures.
• Assists the Transportation Director is staying aware and up to date on new trends and developments in the fields related to the operation and compliance of the Tribe’s transportation infrastructure; incorporates new developments as appropriate
• Coordinates planning and development activities with other tribal officials and departments.
• Assists the Transportation Director and Equipment Supervisor for all tribal roads maintenance or new construction projects and ensures the following meets the BIA/FHWA standards: bid package development and advertising, contract awarding, contract development and implementation, right of way, environmental assessments, project inspection, contractor payments, certified payrolls, and all other reporting requirements.
• Assists in the transportation planning and infrastructure development on Tribal Properties for government or commercial purposes as assigned.
• Effective time management – ability to prioritize and organize own work, coordinate projects, meet deadlines, and follow-up on assigned tasks
• Additional duties as assigned.
• Must possess a good understanding of the needs and vision of the Kalispel Tribe and be able to tactfully handle culturally sensitive issues.
• Must have strong writing skills including the ability to draft clear and concise applications, reports, policies, procedures, project scopes of work and similar documents.
• Demonstrated experience in preparing, awarding and administering consultant, development, and construction contracts and projects.
• Knowledge and familiarity of GIS mapping software
• Assist with scheduling for meetings, travel arrangements and similar tasks.
• Order supplies and materials as needed for all the facilities, do OnBase receipts for facilities
• Provides a wide variety of administrative duties as required for the Planning and Public Works Department.
• Manage accurate contact information of internal and external individuals and organizations.
• Perform research and prepare reports as directed.
• Must have the ability to professionally represent the Tribe in negotiation or mediation sessions, public and private meetings, and at consultations and conferences.

Supervisor Responsibilities:

• There are no supervisory responsibilities with this position.

Experience:

• A minimum of 5 years of office management and 5 years of contract management is required

Qualifications:

• Proficient in the use of Microsoft programs and other computer software.
• English language skills, including grammar, punctuation, and spelling skills.
• Reliability, timeliness in meeting deadlines, superior people skills, problem solving and be a goal-oriented team player.
• Demonstrate experience in the research, preparation and implementation of planning documents and protocols is required.
• Must have demonstrated experience developing and managing complex budgets.
• Requires professional level organizational, leadership, supervisory and decision-making skills including the ability to coordinate and collaborate with various groups and individuals and to meet established goals and timelines.
• Requires excellent communication and presentation skills with the ability to interpret and provide verbal and written instructions and direction to subordinates and to communicate effectively with industry professionals, peers and the public.
• Requires professional level organizational and decision-making skills including the ability to coordinate and collaborate with various groups and individuals and to meet established goals and timelines.
• Must possess a good understanding of the needs and vision of the Kalispel Tribe and be able to tactfully handle culturally sensitive issues.
• Demonstrated ability to work effectively with Tribal officials, Tribal Members, staff, industry professionals and the general public.
• Must qualify for a Tribal Work Permit by passing DOT drug screening and background checks.

Certificates, Licenses Required

• Valid WA or ID Driver’s License and insurability under the Tribe’s auto insurance policy.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to tobacco smoke, moving mechanical parts and fumes or airborne particles. The worker is frequently subject to inside environmental conditions, which provide protection from weather conditions, but not necessarily from temperature changes, and is occasionally subject to outside environmental conditions and to wet and/or humid conditions. The noise level in the work environment is usually moderate.

Hiring Preference: The Kalispel Tribe of Indians is an Equal opportunity employer. Consistent with federal law, the Kalispel Tribe of Indians applies Indian preference in employment. It is the policy of the Kalispel Tribe of Indians to give preference in hiring, promotions, and transfers into vacant positions to qualified applicants in the following order: 1) Kalispel Tribal Members; 2) Descendant or Spouse of an enrolled Kalispel Tribal Member; 3) enrolled members of other Indian Tribes; 4) all other applicants. At-Will Employment: Employment with the Kalispel Tribe of Indians is at-will and can be terminated with or without cause, and with or without notice, at any time, either at the option of the employee or the Kalispel Tribe of Indians. Drug Testing: The Kalispel Tribe of Indians is a drug free workplace. All applicants are subject to drug testing at the time of hire and at unannounced times during employment. Background Investigation: All candidates and employees may be subject to a background investigation.

Disclaimer: Certain Licenses and Certification requirements can be obtained once hired.