Position: Administrative Assistant/Contracts Administrator/Title VI Coordinator
Supervisor: Executive Vice President/CFO
Status: Salaried/Exempt
Approval Date:
General Summary
Performs duties normally associated with and Administrative Assistant duties for all officers, Project Managers and Engineers at the Griffith location. Main duties include; bidding, proposals, general correspondence and other duties as assigned.
Main Responsibilities: (Other duties may be assigned)
Project Bidding and Project Management
Prepare bids and proposals
Read to gain an understanding of various Specification Books and Instructions
Conduct Utility Locates as necessary for each job
Creates Job folders and maintains the current job list
Create and communicate Sub-contracts for each job
Review Sub-Contracts, preparing each for signature
Maintain Insurance Certificates for Walsh & Kelly and Sub-Contractors
Order and prepare Performance and Payment Bonds/Maintenance Bonds as required
Train and report on progress of new hires
Secondary Responsibilities:
Order Porta-Potty’s, pick-up and complete billing
Registering staff for conventions, meeting and conferences as requested
Prepare reports and assist in scheduling of training for Title VI and EEO for all staff
Complete Utility damage reports and required paperwork for submission
Schedule field offices set up and tear down
Prepare EEO audits and reports
Complete Subs certified payrolls (review/track/distribute)
Order and maintain office supplies
Prepares Railroad Right of Entries (ROE’s)
Other duties as requested by staff
Educational Requirements:
A bachelor’s degree in general business is preferred, or work time equivalent
Professional Experience:
Construction industry, preferred within the heavy highway construction segment of 1-3 years
Notary Public preferred, or obtained within 6 months of hire
Title VI and EEO prior experience strongly preferred
Some general accounting background is preferred
General clerical/direct customer service knowledge
INDOT Specifications and requirements is strongly preferred
Skills, Knowledge and Abilities:
Proficient with Microsoft Office
Ten Key is strongly useful
Highly accurate, efficient, detail oriented, ability to multi task, recognize priorities and work well under
pressure, are all musts
Strong technical understanding to read specification books and apply that learned knowledge
Must be able to work well with multiple people from all levels and areas of the company
Must be a problem solver
Physical Requirements:
Must be able to use eyes, hands, arms, fingers, sit, stand, walk, stoop, carry up to 30 lbs., use stairs and work in indoor office environments