Role description: Arcadis is seeking an Project Assistant to support Southern California projects. The role involves participating in the preparation and management of the division's annual budget, which includes researching and preparing budget projections and forecasts, compiling annual budget requests and mid-year budget amendments, monitoring and analyzing budget expenditures and variances, and providing recommendations on various budget matters. Additionally, the Administrative Assistant supervises cash receipts as part of the financial responsibilities.
The position also requires assisting in the administration of the division's public contracts. This includes developing requests for proposals by drafting and reviewing terms, conditions, and fee schedules, conducting pre-submittal information exchange meetings, and providing interpretation and information to staff and the public. The role involves reviewing proposals for responsiveness and accuracy, ensuring contractor invoices and payment submittals comply with contract requirements, resolving discrepancies, and setting up and maintaining contract files, records, and ledgers. Responsibilities also include reviewing specifications, bonds, and insurance certifications for compliance, preparing various project and contract-related documents, executing final retention payments to contractors, and interfacing with internal and external customers as needed.
Role accountabilities: - Assists in administering a division's service agreements and various municipality maintenance agreements; maintains terms and conditions; develops and revises scope of work; sits on the division's selection committee and recommends award of agreements; amends and executes fee schedules; negotiates costs; prepares, monitors and executes amendments and extensions.
- Draft, revises and reviews board agenda items for a District division or department; prepares and provides monthly notification reports and ad hoc queries; prepares, routes and distributes agenda checklists; researches and provides agenda information.
- Manages critical timelines and workflow necessary for meeting division financial deadlines,
- Coordinates the purchase of goods, equipment and services for a division and processes payments to vendors and service providers;
- Acts as system administrator for the Port's budget preparation system; works with Oracle database administrator to ensure the database has ample capacity and controls for proper operation;
- Prepares technical worksheets, tables and computations; establishes and maintains databases of information to track budget expenditures and similar matters
- Creates, monitors approval status tracking and updates requisitions in SAP. Generates and provides various reports from SAP for professional services agreements and contracts including but not limited to balances, validity dates, expense rates and expiration.
Minimum Qualifications: - Graduation from high school or G.E.D. equivalent
- Five years of related experience
- Current, valid California Class C driver's license
Arcadis offers benefits for full time and part time positions. These benefits include medical, dental, and vision, EAP, 401K, STD, LTD, AD&D, life insurance, paid parental leave, reward & recognition program and optional benefits including wellbeing benefits, adoption assistance and tuition reimbursement. We offer nine paid holidays and 15 days PTO that accrue per year. The salary range for this position is $65,000 - $97,000. Actual salaries will vary and are based on several factors, such as experience, education, budget, internal equity, project and location.
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