PUBLIC WORKS SUPPORT SPECIALIST
Posted
GENERAL STATEMENT OF DUTIES
Provides administrative, grant management, and project support to the County Engineer. Coordinates office operations, project records, financial documentation, and grant activities supporting County roads, bridges, drainage, and other Public Works projects. Performs assigned field observations and inspections, including proof roll observations, under the direction of the County Engineer. Maintains accurate documentation, tracks deadlines, and communicates project issues to support the timely completion of County projects.
ESSENTIAL DUTIES AND RESPONSIBILITIES
ADMINISTRATIVE AND PROJECT SUPPORT
- Provides administrative support to the County Engineer, including scheduling, correspondence, meeting coordination, document preparation, and follow-up on assigned actions.
- Maintains organized electronic and paper records for engineering projects, contracts, permits, inspection reports, grant awards, and related correspondence.
- Prepares and processes purchase requests, invoices, payment documentation, and project expenditure records; coordinates with Finance and other County departments to resolve discrepancies.
- Assists with preparation of project budgets, cost summaries, bid documents, contract records, and materials for Board of County Commissioners consideration.
- Tracks project schedules, submittals, deliverables, and outstanding items; alerts the County Engineer to approaching deadlines and unresolved issues.
- Responds to routine inquiries from residents, contractors, developers, and other agencies; refers technical questions and matters requiring engineering judgment to the County Engineer.
GRANT MANAGEMENT AND ADMINISTRATION
- Researches potential funding opportunities and assists the County Engineer in evaluating grant eligibility, project fit, application requirements, and deadlines.
- Coordinates and prepares grant applications, supporting documentation, budget information, and submission materials for review and approval.
- Maintains a grant tracking system covering applications, awards, agreements, reporting deadlines, reimbursement requests, matching requirements, and closeout activities.
- Administers awarded grants by tracking expenditures, gathering supporting records, preparing progress reports and reimbursement requests, and monitoring award requirements.
- Coordinates with Finance, Public Works staff, funding agencies, and project partners to reconcile grant expenditures and document eligible costs and required matching contributions.
- Monitors grant conditions affecting purchasing, contracting, recordkeeping, and project delivery; identifies potential compliance concerns and promptly brings them to the County Engineer.
- Prepares documentation for grant amendments, monitoring reviews, audits, and closeout; maintains complete records in accordance with applicable award and County requirements.
PUBLIC WORKS FIELD SUPPORT AND INSPECTIONS
- Observes and documents construction progress and road construction proof rolls; records locations and observations for review by the County Engineer.
- Coordinates proof roll observations with contractors and Public Works personnel; verifies that required corrective work is documented and assists with follow-up observations as directed.
- Records field measurements, photographs, construction activities, quantities, and observed conditions; prepares accurate inspection logs and reports.
- Identifies and reports apparent deviations from approved plans, specifications, or project requirements; communicates deficiencies and unresolved concerns promptly.
- Assists with field data collection, infrastructure inventories, condition assessments, and verification of completed work and project quantities.
- Works with contractors, County staff, and testing personnel during assigned inspections; collects and organizes test reports and related project documentation.
- Follows established field safety procedures, uses required personal protective equipment, and reports unsafe conditions.
Field duties are performed within the employee’s training and delegated authority. Engineering decisions, design changes, and final technical acceptance remain with the County Engineer or other authorized personnel. Performs other related duties as assigned.
MINIMUM QUALIFICATIONS
- High school diploma or equivalent.
- Three years of progressively responsible administrative or project support experience, including experience managing or administering grants, preparing financial documentation, and tracking reporting requirements. An equivalent combination of relevant education and experience may be considered.
- Ability to perform assigned Public Works field observations, proof roll observations, and routine inspections using established procedures and direction from the County Engineer.
- Valid driver’s license and ability to meet County requirements for operating a County vehicle.
PREFERRED QUALIFICATIONS
- Associate degree or coursework in business administration, public administration, accounting, construction management, engineering technology, or a related field.
- Experience with local government, Public Works projects, transportation or infrastructure grants, or state and federal grant administration.
- Experience with road construction, proof rolls, construction inspection, drainage improvements, or interpreting construction plans and specifications.
- Experience with grant management systems, project tracking software, or GIS and mapping tools; relevant construction inspection or materials testing training.
KNOWLEDGE, SKILLS, AND ABILITIES
- Knowledge of administrative practices, grant application and reporting processes, project recordkeeping, and basic budget and expenditure tracking.
- Ability to interpret grant agreements, follow funding requirements, maintain supporting documentation, and meet multiple deadlines.
- Ability to read and apply basic construction plans, specifications, measurements, and inspection checklists within assigned responsibilities.
- Skill in Microsoft Office applications, including Excel and Word, and the ability to learn County financial, records, and project systems.
- Ability to prepare clear correspondence, accurate financial summaries, and objective field reports; exercise sound judgment and recognize when issues require escalation.
- Ability to organize competing priorities, work independently within established direction, and maintain effective relationships with staff, contractors, funding agencies, and the public.
WORKING CONDITIONS AND PHYSICAL REQUIREMENTS
- Work is performed in an office and at outdoor project locations throughout the County. Field assignments may involve uneven terrain, active construction sites, traffic, dust, noise, moving equipment, and changing weather conditions.
- The position requires the ability to travel to project sites; sit and use office equipment; stand, walk, bend, and access inspection areas; take measurements and photographs; and carry routine field supplies and equipment.
- Occasional work outside the regular schedule may be required to meet construction schedules or grant deadlines. Essential functions may be performed with reasonable accommodation.