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Administrative Assistant - Project Administration/Public Involvement (PI)

Company: OBEC Consulting Engineers
Location: Anchorage
Posted on: May 9, 2022

Job Description:

This is a regular position to provide administrative assistance and public involvement (PI) assistance for the transportation practice area and other planning/design projects.
Essential Duties and Responsibilities include the following:

  • Assist project managers and public involvement team with budgets, schedules, progress meetings (agenda and taking notes), and preparation of fee proposals and draft contracts.
  • Assist the project team in coordinating with clients, staff, subcontractors, government agencies, and other professionals to obtain project information and facilitate projects. Prepare and route project-related correspondence review internally and externally.
  • Provide PI support for various public meetings. This includes securing meeting location, advertising meeting, planning meeting layout, coordinating graphics and materials production, recording meeting notes, meeting setup and breakdown, and documentation of meeting for project files.
  • Maintain project mailing lists for specific engineering projects and coordinate periodic project mailing.
  • Assist with responding to in-person and telephone inquiries and requests from the public and other staff on issues or matters related to specific project. Provides information and handles issues that may require sensitivity; conducts review or research, and refers the request or issue to appropriate senior staff, as applicable.
  • Maintain public comment register for specific projects.
  • Assist with updating project websites.
  • Assist with monitoring public processes on major projects by attending key board, commission, and public meetings, checking interest websites regularly, and reviewing interest group fact sheets and newsletters.
  • Assist in conducting research, data collection, and documentation associated with airport master plans, airport and other transportation design projects, environmental assessments and analysis, regional and other transportation plans, highway designs, proposals, and community or facility planning projects. Primary public-sector clients will include the state departments of transportation; cities, towns, and municipalities; federal agencies, and local government entities.
  • Other duties may be assigned.

    Qualifications. To be successful in this position, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
    Education and/or Experience

    • Baccalaureate degree or four years college-level course work in, communications, journalism, public relations, project management, administration or a closely related program and three years of experience in these areas.
    • Experience with grant writing and grant administration experience preferred.

      Certificates, Licenses, Registrations
      Must have a valid drivers license and a good driving record.
      Mathematical Skills
      Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to create and interpret graphs and understand statistical analysis.
      Job Knowledge, Skills and Abilities

      • Ability to work independently on concurrent projects with competing priorities and deadlines and allocate time and resources to meet project schedules. Ability to handle pressure, juggle multiple priorities, and respond to issues on short notice.
      • Excellent writing and editing skills required. Ability to read, analyze, and interpret technical journals. Ability to take technical information and summarize it in a concise and accurate manner that can be understood by non-technical persons.
      • Strong interpersonal communication skills are required. Ability to establish and maintain effective working relationships with clients, co-workers, government and regulatory agencies, the press, members of the business community, and the general public. Some projects may be controversial, and the position requires strong interpersonal skills to allow for calm communications even under stressful conditions.
      • Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with abstract and concrete variables.
      • Ability to work in the evenings (approximately 20%) and some weekends.
      • Must be able to use Microsoft Word, Excel, PowerPoint, and Outlook software. Knowledge of In Design, Photoshop, Dreamweaver, Illustrator, and other graphics software is desired.
      • Knowledge of public involvement processes and consensus building is preferred.

        Physical Demands. 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
        While performing the duties of this position, the employee is regularly required to sit. The employee is required to talk and hear. The employee is regularly required to stand; walk and use hands to finger, handle, or feel. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision and ability to adjust focus.
        Work Environment. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
        The noise level in the work environment is usually moderate.

Keywords: OBEC Consulting Engineers, Anchorage , Administrative Assistant - Project Administration/Public Involvement (PI), Administration, Clerical , Anchorage, Alaska

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