Clerk - Operations

Job Title : Clerk - Operations

Wage / Hour Status : NonExempt / At-Will

Reports To : Assistant Director - Construction

Pay Grade / Days : 202 / 193

Dept. / School : Operations

Date Revised : June 2024

Position is funded with the 2021 Bond Program Funds

Primary Purpose :

Primary duties include supporting the Contracts and Accounting function of the Bond construction program. Assists the Operations team including the Chief of Operations, Assistant Director of Construction, Program Accountant, and Assistant Project Managers with records management, document control and invoice processing.

Qualifications :

Education / Certification :

High school diploma or GED

Special Knowledge / Skills :

Proficient skills in keyboarding, word processing and file maintenance.

Ability to use personal computer and software to develop spreadsheets and databases Ability to organize and maintain multiple ongoing construction projects

Ability to work cooperatively with others

Excellent organizational, communication and interpersonal skills.

Familiarity with project management software (e.g., Kahua) and experience in data entry is preferred

Ability to learn and adapt to new project management software (e.g., Kahua) for efficient data entry and record keeping.

Interest in design and construction industry

Experience

Preferable one year of construction or architectural office experience or similar.

Major Responsibilities and Duties :

• Regularly perform data entry tasks in the project management software (e.g., Kahua) to ensure real-time updates and accurate reporting. This includes entering project Requests for Information, Proposed Change Orders, Proposal Requests, tasks, deadlines, progress updates, and other relevant information into the software.
• Receive and register invoices for due process to Bond Accountant
• Maintains close out documents and warranty files as well as document QC for all projects in the project management software (e.g., Kahua)
• Produces, reviews for completeness of data, and routes requisitions for purchase orders to Bond Accountant.
• Addresses problems in a prompt, courteous, and cooperative manner, routing issues to appropriate staff for resolution.
• General project document management.
• Greets and assists department visitors.
• Assist in meetings and taking of notes to document discussion and decisions and next action.
• Performs other duties and functions, as assigned.

Equipment used :

Computer, copy machine, scanner, fax machine, 10-key, telephone system.

Working Conditions :

Mental Demands / Physical Demands / Environmental Factors :

Maintains emotional control under pressure. Subject to frequent interruptions, fast pace, and occasional long hours. Light lifting, use of printer, and prolonged use of computer.

Note : This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable.

Non Discrimination Statement