Construction Industry Force Account Council

Promoting Transparency Through Public Agency Compliance

CIFAC Seeking to Immediately Hire Part-time Researcher & Office Assistant

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Office Assistant

Hiring Immediately – Now Accepting Applicants

CIFAC supports the public works construction industry in their effort to retain and create job opportunities through competitive bidding by monitoring and investigating cities, counties, special districts, and Caltrans; for force account and public bidding matters…

We are seeking a Part-time Researcher and Office Assistant for a position in Fairfield. The position is Monday – Friday, shift start time is 9:00 am and paid benefits.

Successful Attributes: Motivated, Kind, Courteous, Friendly, Pleasant, Able to Multi-tasks, Tech Savvy, Software & Program Savvy, and Organized.

Knowledge and experience using Curate, Constant Contact and Access programs are a plus.

Classification:  Part Time (Monday – Friday 5hrs/day), Non-Exempt, At-will Position

Salary:  $25.00/hour

Position Summary

The Office Assistant provides administrative support to the Executive Director, Accounting and Human Resources Director, members of the Board and staff. This position involves daily contact with both internal and external contacts, as well as exposure to sensitive confidential information.

Data analytic skills needed to be successful. This position involves daily research tasks using online and specialized search tools. The incumbent must be able to learn and apply learned facts to determine a desired outcome or analyze the data to project next steps.

Lastly, this person must project a professional image through telephone, electronic and in-person interactions.


Job Highlights

Some Key Qualifications and Requirements

  • Requires proficient written and oral communication skills, including a sound foundation in English grammar, spelling, and punctuation
  • Experience providing customer service while working in a service-oriented organization and/or position
  • Experience proofing and correcting reports
  • Ability to research and investigate with provided information including using the internet and related search areas
  • Ability and experience handling multiple projects, tasks and/or assignments at once (organization and time management skills)
  • Proficiency with Microsoft Windows and Office (Word, Excel, Access, PowerPoint, and Outlook), Adobe Acrobat, Constant Contact and the Internet
  • Effective interpersonal skills to manage front line contacts over the telephone, electronic means, and in person
  • Ability to work as a team and alone
  • Motivated by responsibility
  • Construction Industry knowledge or quick learner
  • Punctuality, poise and attention to detail are required


Types of Responsibilities

  • Full range of work activities generally includes processing mail, maintaining files, scheduling travel and meetings, processing and/or typing correspondence
  • Gathering data for investigations by wide variety of established means
  • Prepare clear and concise communication
  • Monthly report creation and distinction
  • Online posting to social media accounts
  • Prepare for meetings, including materials, scheduling, setting up and logistics
  • Provide administrative support for Executive Director, HR Director, Board and Staff
  • Greeting and interacting with visitors
  • Answer telephone calls
  • Manage incoming and outgoing mail
  • Order supplies
  • Organize, store and setup files, faxes, and email
  • General support functions


Benefits

  • Salary starts at $25.00 per hour plus benefits
  • Benefit package includes:
    • Health
    • Dental
    • Vision
    • Vacation
    • Retirement Plan
    • Employer funded Annuity
    • Holidays

Please See below Job Description.

Send Cover Letter, explaining your qualifications, and Resume by email or fax to:

Attention: Shawneen Allen

Questions: call (800) 755-3354

Additionally, you can apply online by clicking the Apply Now button below.

Click here to download a PDF copy of the above position summary.

TITLE: Office Assistant

REPORTS TO: Shawneen Allen, Accountant and Human Resources Director

CLASSIFICATION: Non-Exempt, at-will

SUMMARY:

The Office Assistant is an at-will position. The incumbent provides administrative support to the Executive Director, Accounting and Human Resources Director, members of the Board and staff. The incumbent must be able to multi-task and be efficient when handling urgent and non-urgent tasks. The incumbent must project a professional image through telephone and in-person interactions.

DUTIES AND RESPONSIBILITIES:

Communications:

  • Answer and direct all incoming telephone calls
  • Take, retrieve and distribute telephone and email messages
  • Send, retrieve and distribute faxes
  • Open, stamp and distribute incoming mail
  • Prepare envelopes/labels/postage for outgoing mail
  • Prepare basic written communications in the form of letters and/or emails
  • Send correspondence and other mailings as needed
  • Greet and direct visitors (including customers, vendors, members, etc.)
  • Communicate with and assist Executive Director, Accounting and Human Resources Director and Regional Compliance Managers

Meeting Support:

  • Take minutes at Executive Committee and Board of Directors meetings
  • Prepare meeting agenda’s for monthly staff meetings
  • Prepare meeting packets/minutes/hand-outs, etc. for Executive Committee and Board of Directors meetings
  • Handle meeting set-up and logistics including polling for dates and confirming attendance

Clerical:

  • Create and modify documents using Microsoft office suite, Adobe Acrobat and other applications, as required
  • Order office supplies, keep track of inventory, and maintain equipment maintenance needs
  • Create/maintain/update file folders (includes filing, labeling, etc.)
  • Perform ongoing filing for basic files and accounting files
  • Create/maintain/update distribution lists
  • Track and collect scheduled reports and documents by due dates (ie. Recap Report, Timesheet, Expense Reports, etc.)
  • Convert “Recap” reports to a Monthly Progress and Accomplishments Report
  • Distribute reports to Board Members via e-mail lists
  • General correspondence tracking, filing and mailing
  • Other duties as assigned

Research:

  • Review public agency agendas, newspapers and other sources to identify investigation leads using routine matrixes and established parameters
  • Assist in research for investigations and litigation matters, as needed

QUALIFICATIONS:

  • High School Diploma: basic reading, writing and math skills
  • Working knowledge of standard office equipment (computer, copier, printer, fax, etc.)
  • Proficient in Microsoft Office Suite, Adobe Acrobat and other applications as required by specific projects

 

Click here to download a PDF copy of the above job description and critical policies and procedures.

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