ROLE AND PURPOSE:
Coordinate and support bond-funded capital programs within Facility Planning & Construction. Responsible for providing professional administrative, purchasing coordination, and program controls support to ensure bond projects are accurately documented, fiscally tracked, and operationally supported in compliance with district policies and applicable regulations. Support Project Managers and the Assistant Director in the execution of bond-funded projects through data management, procurement coordination, payment application processing, permitting tracking, and documentation control.
QUALIFICATIONS:
Certification/Education:
- Bachelor's Degree from an accredited institution in Business Administration, Construction Management, Accounting, Public Administration, or related field preferred.
Experience:
- Three years of experience in construction administration, capital project coordination, purchasing, accounting support, or related public-sector administrative role preferred
SPECIAL KNOWLEDGE AND SKILLS:
- Knowledge of public-school procurement processes and documentation requirements
- Knowledge of bond-funded project tracking and financial documentation standards
- Knowledge of construction payment applications and supporting documentation
- Ability to maintain accurate financial and project records
- Ability to compile and analyze project-related data
- Strong organizational and time management skills
- Excellent written and verbal communication skills
- Ability to coordinate across multiple departments including Purchasing and Finance
- Proficiency in computer systems, spreadsheets, and project management software
MAJOR RESPONSIBILITIES AND DUTIES:
I. DELIVER AN EXCEPTIONAL EXPERIENCE
- Support bond-funded capital projects to ensure facilities improvements are documented and tracked in alignment with district instructional and operational priorities.
- Assist in coordinating documentation and tracking of bond projects that support the educational and operational needs of the district.
II. FOSTER AN INCLUSIVE CULTURE
- Promote accuracy, consistency, and professionalism in all bond program documentation and coordination processes.
- Support departmental standards for reporting and compliance.
III. SUPPORT THRIVING STAFF
- Maintain current knowledge of district procurement policies, bond compliance requirements, and capital program documentation standards.
- Participate in professional development opportunities as appropriate.
IV. BUILD STRONG PARTNERSHIPS
- Serve as liaison between Facility Planning & Construction, Purchasing, and Finance for bond-related procurement activities.
- Maintain professional communication with internal stakeholders, consultants, contractors, and district departments as required.
- Assist in preparation of documentation supporting bond program communication to district leadership.
V. MAXIMIZE RESOURCES
- Prepare and coordinate bond-funded purchase requisitions and supporting documentation.
- Track purchase orders, encumbrances, and bond project budget logs.
- Assist Project Managers with payment application and invoice preparation and documentation review
VI. PROMOTE ORGANIZATIONAL LEARNING
- Assist in maintaining data and documentation necessary for capital planning analysis and bond reporting.
- Support continuous improvement of bond tracking and documentation processes.
- Maintain project data within project management systems.
- Coordinate permitting documentation and tracking.
- Maintain organized project files and documentation for audit and reporting purposes.
- Support preparation of bond program reports and dashboards as directed.
- Regularly perform project audits for documentation compliance, expenditure tracking, and closeout readiness.
VII. WORKING CONDITIONS
MENTAL DEMANDS / PHYSICAL DEMANDS / ENVIROMENTAL FACTORS:
- Tools/Equipment: working with machinery, driving vehicle and/or equipment, climbing ladders, stairs, ramps, scaffolds
- Posture: Bending or stooping, reaching above shoulder level
- Motion: Walking and sitting
- Lifting: Ability to lift and carry 55 or more pounds without assistance
- Mental Demands: Position will respond to inquiries in a timely manner while serving on-call duty, as necessary to maintain function of District facilities. Any other duties may be directed by your immediate supervisor and/or any other supervisor within your line of authority.
