Administrative Assistant to Contract Administrator
The administrative assistance is part of a team responsible for facilitating processes and coordinating programs for the Contract Administrator and his team. Performs general legal administrative support, can mitigate urgent requests and emails, discern priorities, convey matters of importance, facilitate travel and events, and work cohesively with other departments to achieve the EST’s and Council’s goals. Reports to the Contract Administrator.
- Manage calendars, schedule meetings and appointments
- Prepare and standardize memos, reports, Excel spreadsheets, and PowerPoint presentations
- Perform pre-work for amendment process by researching files to ensure proper sequencing of criteria
- Create amendments based on standardized templates
- Enter PLAs, MAAs, and LOUs into database once signed and forward to appropriate trusts
- Work closely with contractors to attain completion of signatures and return of paperwork
- Pursue missing documentation from representatives or contractors
- Update list of items to be included in contractors electronic file including drug policies
- Compose and mail certified termination letters to contractors
- Compile and distribute final contract packages with exhibits according to procedures
- Proofread contracts, LOUs, and other publications and materials
- Maintain current contract information on Council website
- Assist with design, management, and timeliness of online contract surveys and upload them onto Council website
- Update, maintain, and distribute contract and amendment status report for Executive Committee and Delegate meetings
- Create, update, distribute, and upload Schedule A wage sheets onto website
- Coordinate meetings for bargaining committees, prepare materials, and maintain electronic records and notes of their meetings, issue letters of appointment once selected for the committee
- Convert forms into fillable PDFs where appropriate
- Other duties as assigned – note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
- Empathy and sensitivity
- Critical thinking; demonstrates the use of sound judgement
- Help foster a team atmosphere
- Communicates and actively builds relationships with colleagues
- Experience related to the construction industry
- Experience dispatching members to various jobsites
- Fluent in English and Spanish (oral and written)
- Advanced knowledge of Access of comparable database
Required Education and Experience
Post-secondary education with focus on paralegal or contract compliance areas
Advanced level of proficiency in Microsoft Word and Excel
Business accounting knowledge
Close attention to accuracy and detail
Strong communication skills both verbally and in writing
Ability to handle multiple priorities and meet deadlines
Able to work independently, be a strong analytical problem solver, and have strong follow through
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and ability to adjust focus. Also required is the ability to lift up to 50lbs, open filing cabinets and bend or stand on a stool as necessary.
We are serious about embracing diversity and equal opportunity. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better our work will be. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We do not discriminate in employment on the basis of race, color, weight, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, age, membership in an employee organization, parental status, military service, or other non-merit factor.
Travel: This position may require occasional travel by car or plane including overnight stays and out of state. Employee must meet TSA requirements to fly.
Office Location: 25120 Pacific Hwy S Kent, WA
Wages and Benefits: Class II $27.95 – $31.12. Pension and current Health and Welfare contributions as per the OPEIU collective agreement. Union (OPEIU) membership required.
Hours: Full-time position 40 hours per week 7:00a.m. – 4:00p.m.
To apply: Send a cover letter and resume to: email@example.com
ES/dp, opeiu #8