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Construction Services Clerk

3 months ago

East Gwillimbury, Canada The Regional Municipality of York Full time
POSITION PURPOSE Reporting to the Senior Project Manager, is responsible for assisting the project field staff in administering construction contracts; providing administrative and clerical support including preparing and processing of correspondence, reports, minutes, presentations, setting up meetings and meeting agendas; preparing quantity calculations to assist in the preparation of payment certificates; assisting with the preparation and administration of change orders; assisting with field measurements of completed work and filing of construction related correspondence and documentation.


MAJOR RESPONSIBILITIES

Provides administrative support for construction related meetings by setting up meetings with internal and external stakeholders, prepares agendas, takes notes and prepares and distributes minutes for construction contract site meetings and pre-construction meetings. Provides support to management and staff by preparing charts, forms and spreadsheets; compiles and collates materials. Assists in various specialized project administrative tasks related to contract deliver, including project monitoring activities. Assists staff with the preparation of payment certificates; compiles and summarizes quantities of work completed by the contractor during the payment period. Advises staff of conflicts with contractors measured quantities. Assist staff on sites with making arrangements for quality assurance checks for sub-grade and granular(s) and asphalt. Provides photographic/video records of construction zone at regular intervals. Liaises, fosters and maintains positive relationships with internal staff and external contacts, government and non-government agencies and the public. Responds to inquiries and resolves concerns, as appropriate. Performs other duties as assigned, in accordance with Branch and Department objectives.


QUALIFICATIONS

Successful completion of a two year Community College Diploma in Civil Engineering Technician or construction inspection/administration program or related field or approved equivalent combination of education and experience. Demonstrated experience providing administrative support in an environment with a broad variety of administrative and clerical functions with responsibilities for one or more contract(s) and/or manager(s), with an emphasis on determining priorities and organizing activities of a diverse work assignment, including customer service, records management and report generation.  Thorough knowledge of construction contract administrative requirements, including taking minutes of technical meetings, editing reports and correspondence, preparing payment certificates and change orders, and electronic/manual records management file systems, including security measures. Thorough knowledge of municipal construction and ability to take measurements of completed work and document in photos or by written notes situations that occur on construction sites. Knowledge of and demonstrated ability in corporate core competencies including customer service, communication, team work, initiative/self management and accountability, and flexibility/adaptability. Computer literacy utilizing MS Office software applications.  Valid Ontario Class “G” driver’s licence and reliable vehicle for use on corporate business. Ability to travel to off site locations in a timely and efficient manner.  Ability to work outside in all weather conditions. Ability to work outside regular business hours, as required.