Project Assistant - Airport

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Milwaukee County oversees operations from our Airport, Behavioral Health, Child Support Enforcement, Combined Court Operations, Sheriffs Department, Community Reintegration Center, Human Services, Parks, Public Safety, Public Works, Fleet Operations, Transportation, and at the Zoo. Our departments are also dedicated to our Seniors in the Department on Aging, those with Disabilities, and Veterans Affairs. Our employees also remain committed to serve the cultural, human, recreational and social needs of the entire community.

Milwaukee County offers a wide variety of interesting jobs for people who want to make a difference in our community. Milwaukee County provides a competitive benefit package and is an Equal Opportunity Employer.  If disability related accommodations are needed, please contact 414-278-3936.
 

We are searching for Changemakers to come and join our team and discover our diverse and versatile community of independent spirits and unique talents, we are redefining the way you think about Milwaukee County!

Project Assistant – Airport

Facilities Management, AE&ES Section

Closing Date:  June 16, 2024 @ 10:59 pm or sooner upon receiving 50 applications.

Job Summary:  The objective of this position is to provide direct administrative and project compliance support to AE&ES Project Managers through system administration, as well as contract administration and tracking. Additionally, responsibilities will include other project management functions such as TBE and residency compliance management, performance management, reporting, processing of project documents, and training and quality assurance. This position requires a collaborative work style, a high level of organizational skill, and the ability to prioritize/multi-task in a fast-paced environment. 

Essential Responsibilities:

• Internal system administration, training and support for project management software- Perform system administration using various project management software systems to generate, track and monitor project records. Review, analyze, and prepare reports showing status and performance to date from project planning through closeout. Trouble shoot software issues and create service requests. Train internal and external staff on software systems used in project management. 
• Contract administration - Create, review, process and maintain construction and professional service consulting contracts. Oversee the coordination, execution, and tracking of construction and professional services contracts. Obtain, verify, and maintain contract liability insurance documents. Ensure proper contract financial coding. Verify project balances.
• Project and work management coordination - Provide staff with support and training, contract payment and participate in compliance tracking; Track and monitor contract payments and residency goal tracking, project and budget financials; Perform payment and document processing and follow up; Support project closeout; Act as liaison between internal and external project participants. And other project management, coordination, and support.
• Monitor contract compliance with local, state, and federal regulations -Coordinate/communicate with Contractors and Consultants, including responsibility for conducting contractor pre-qualification screenings. Monitor contracts for compliance with state, federal and county ordinances, resolutions, and other relevant administrative regulations. Direct Contractors and Consultants using County project management tools to ensure system access and user competency. Enforce and attain full project compliance, verify subcontractors, and complete audits (in collaboration with other departments).
• Specification writing - Organization and preparation of project specification manual; development of non-technical project specifications.
• Administrative Manual of Operating Procedure (AMOP) training and creation in collaboration with internal staff - Provide guidance, training, and direction as to best practices (for both internal and external staff) to ensure consistency and efficiency across all systems and project-related documents. Enforce and develop Standard Operating Procedures to meet County objectives and ensure compliance; review and revise existing procedures as needed.
• Administrative support - Provide backup support for administrative staff while delivering superior customer service. Ensure submittal deadlines are met, assume responsibility for Quality Assurance / Quality Control of services and work products, perform electronic filing. 

Minimum Requirements:

• Current residency within the State of Wisconsin required.
• A valid Wisconsin Driver’s license required and must be maintained throughout employment.

• Associate degree and above in business, Communications, Project Management, or related field.  
• At least One (1) or more years of related experience in Project Management/Contract Management.
• In lieu of an associate’s degree, a HS Diploma/GED and 5 years of related experience is required.
• Ability to carry/push/pull 25 lbs.

Technology, Systems and Software Knowledge required to perform the job:

• Microsoft Office products, word processing, spreadsheets, Power Point, One Note, Outlook, Teams.
• Knowledge of project management systems.
• Intermediate knowledge of contract payment compliance and processing.

Knowledge, Skills and Abilities:

• This position requires an ability to follow contractual and purchasing agreement requirements, to utilize electronic spreadsheets for budget and expense tracking, and the ability to interpret material and labor billings according to actual work performed.
• Superior organizational skill, highly collaborative work style, and the ability to prioritize/multi-task are a must for this position.
• Must have thorough knowledge of and skill with MS Office and experience in data input and analysis using spreadsheets.
• Experience with software incorporating business process workflows desired.

Note: This Original Examination is open to current residents of the State of Wisconsin. The selection process will be job related and will consist of one or more of the following: education and experience evaluation; written, oral, or performance tests, or other assessment methods.

PR (20) PY

Milwaukee County is committed to fostering an equitable working environment, free from discrimination and harassment, on the basis of any characteristic protected by law. We prohibit any form of discrimination, harassment based on race, color, religion, sex, gender, gender identity or expression, sexual orientation, pregnancy, pregnancy related condition, national origin, age, disability, FMLA status, sexual orientation, military status, marital status, or any other category or status that is now or in the future protected by federal, state, and local law. We maintain a drug-free workplace and perform pre-employment substance abuse testing, background checks and pre-employment physicals subject to job requirements. If special accommodations are needed, please contact 414-278-3936.