Project Office Clerk, Field (FHWA WFLHD)

Portland, OR
Full Time
DOT FHWA
Entry Level

Location: Project specific (various locations across AK, WA, OR, ID, MT, WY)
Salary Range: $27.00 to $29.08 per hour DOE
Position Type: Full time, temporary

Join a team of ever-growing professionals who look to make a difference on projects both domestically and internationally. Our organization is growing, and we believe your career should too! Build your future with Project Solutions, Inc.

Position/Project Overview: 

Project Solutions Inc. (PSI) is seeking highly motivated Office Clerks to perform project management field office support to a variety of civil construction projects with a primary focus on the Western Federal Lands Highway Division (WFLHD) of the Federal Highways Administration (FHWA).  The ideal candidates will bring general clerical skills to a small field team and the ability to collaborate effectively with government personnel and processes. 

Responsibilities and Duties:

In General, under the supervision of the Project Engineer or other supervisor: 

  • Maintains a high level of customer service; 
  • Tracks, manages, extracts, and compiles a variety of data from onsite meetings, field notes, manuals, lab reports, payroll tracking reports, contract records, etc.; 
  • Identifies errors and/or inconsistencies; 
  • Selects, manages, and presents construction project administration and engineering data to the PE and other project office staff; 
  • Interacts with Government personnel, and consultant personnel in the field construction office; 
  • Provides receptionist duties; 
  • Operates a computer with Microsoft Windows and Government specific programs; 
  • Proficiently performs tasks using software related to word processing, spreadsheets, project scheduling, budget, and other software, as applicable; 
  • Operates a photocopier, scanner, and fax machine to process project related documents; 
  • Setups and maintains a variety of logs, records, and files; 
  • Processes mail, which includes pickup, sort, date stamp, and send and prepare large packages for shipping; 
  • Takes delivery of supplies, and keep a log of items that need to be restocked; 
  • Maintains Government equipment maintenance and repair; schedule appointments (including Government Vehicles). Facilitate transport, or when necessary, perform delivery, of equipment for maintenance or repair. 

Documentation/Recordkeeping: 

  • Independently maintains project files; 
  • Tracks and manages construction data for entry and reporting from various sources including internet, monthly reports, verbal discussion, and various other internal and external information data systems; 
  • Maintains correspondence logs. Monitors receipt of acknowledgement or concurrences from contractor or other parties. Keeps PE or CPE informed of any overdue issues; 
  • Prepares correspondence and memos for signature by construction staff; 
  • Prepares weekly newsletter utilizing Microsoft Publisher and Adobe; 
  • Completes purchase payment vouchers for PE’s signature for the following items: rent, utilities, phones, project photos, and miscellaneous purchases; 
  • Manages project photos and maintain photo identification and documentation system of all project photos; 
  • Reviews, tracks, distributes, and files construction related documents, including but not limited to: 
    • Local Purchases; 
    • Vehicle Mileage reports and services; 
    • Supplies ordered from GSA and WLFHD Vancouver Warehouse; 
    • Payroll (time & activity reports); 
    • Per-diem vouchers; 
    • Travel by others to the project; 
    • Materials testing; 
    • Office rent; 
    • Utility payments; and 
    • Project office phone charges. 
  • Assembles and aids in the preparation of construction contract modification support packages; 
  • Reviews contractor payrolls for compliance with Davis-Bacon and report suspected problems to CPE/PE; 
  • Types and submits co-op and trainee monthly reports. 

Meetings: 

  • Attends scheduled meetings; 
  • Composes meeting notes; 
  • Generates action registers and summarizes for appropriate feedback from all meeting members. 

Construction Contractor’s Invoice: 

  • Checks quantity pay documents for accuracy. 
  • Maintains total to date quantity records for all contract items on the projects. 
  • Checks and verifies certification documents for compliance with contract requirements. 
  • Maintains quality level analysis (QL-Pay) Programs for base course, treated base, hot asphalt concrete mix as required. 
  • Inputs data from field notes into designated software. 
  • Performs initial review of field generated construction payment documentation for completeness and accuracy. 

When Government computer is supplied: 

  • Employee Payroll: Utilizing WFLHD’s Payroll Program, processes Time & Activity Reports for all employees and submits to WFLHD each pay period. 
  • Per Diem Vouchers: Prepares WFLHD’s per diem vouchers for all employees on the project and maintain records. 

Required Education and Experience:

  • High school diploma 
  • Two years experience working as an administrative assistant, secretary or equivalent with proficiency in complex data processing and a familiarity with data base entry, spreadsheets, presentation software. Basic knowledge of punctuation and grammar rules, composing routine letters, and the ability to take meeting minutes; OR 
  • Acceptable previous experience in a Federal Lands Highway (FLH) site. 

Skills & Competencies: 

  • Adobe Acrobat 
    • Creates and navigates forms; 
    • Edits and combines pdf documents; AND 
    • Extracts and inserts pages. 
  • MS Office Access – Data Entry 
    • Designs, creates, and modifies databases, tables, queries, forms, and reports.
  • MS Office Excel 
    • Works with multiple worksheets; 
    • Filters data; 
    • Integrates functions into worksheets; AND 
    • Manipulates databases. 
  • MS Office PowerPoint 
    • Designs, creates, and modifies PowerPoint presentations to include inserting pictures, graphs, and tables. 
  • MS Office Word 
    • Uses and creates a variety of templates, complex tables, and merges; 
    • Manages table data, sort, and filter merges; AND 
    • Performs basic work with existing Macros. 
  • MS One Note or similar electronic file management software 
    • Maintains project electronic records. 

 What Does PSI Offer You?

  • Three options for medical plans plus dental and vision insurance offerings
  • 24/7 healthcare access to telehealth services for your convenience
  • HSA
  • Company life insurance options for you and your family
  • Short-term and long-term disability offerings
  • PLUS an $800 monthly allowance is provided to offset your PSI insurance premium costs
  • 401(k) with a 4% employer match
  • Generous PTO, paid-federal holidays, and sick leave
  • Always the opportunity for professional development

The information contained herein is not intended to be an all-inclusive list of the duties and responsibilities of the job, nor are they intended to be an all-inclusive list of the skills and abilities required to do the job. Management may, at its discretion, assign or reassign duties and responsibilities to this job at any time. Benefit offerings subject to change.

Project Solutions, Inc. is an equal opportunity employer, women, individuals with disabilities, protected veterans and minorities are encouraged to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.  

EEO/M/F/Vets

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