ESSENTIAL FUNCTIONS

 Administrative Responsibilities

1. Handles the administrative functions in the E-Builder Project Management software for all contracts and contractual documents such as Agreements, Change Orders, Potential Change Orders, Purchase Orders, Tax Savings Program, Insurance and Contract Bonds managed by the Engineering Department.
2. Assists the Director and Project Managers in the electronic approval process of all payable invoicing, including Architect/Engineer’s progress payments, contractor’s material invoices and contractor progress payment requests.
3. Works in conjunction with Finance to track and reconcile all tax saving purchase order costs by maintaining project specific summary reports and purchase order specific logs.
4. Acts as liaison between engineering, procurement and finance departments to resolve contract or budgetary issues or conflicts.
5. Files and ensures the security of all documents, contracts, legal and financial records in an orderly and retrievable system for archive purposes, in accordance with the Florida statutes for digitizing and retention/destruction practices.
6. Ensures the financial accuracy of documents for compliance with project bid documents and handles requests from contractors and consultants regarding status of payment.
7. Tracks expenditures on all projects and communicates with staff regarding project budget status. Assists Project Management in determining when contract conditions warrant the need for additional funding and prepares transfer documents (501’s) for approval.
8. Utilizes the E-Builder Project Management software to prepare, track, and maintain monthly reports of all engineering, construction and equipment project schedules.  Prepares bi-weekly Engineering Division Contract Status Report.
9. Handles the receipt, tracking, distribution and follow-up of all contract correspondence.
10. Continually examines and monitors contract documents including change orders, completion dates, payments, etc. and resolves issues through close coordination with management, procurement and engineering services. Promptly notifies Director, Project Management when a project is close to liquidated damages.
11. Coordinates with Procurement and Finance at the end of each quarter and fiscal year to determine close outs and retainage held on all purchases for capital and major operating projects.
12. Trains contractors in the implementation and utilization of E-Builder Contract Management software program.  Tracks licensing and fees related to individual contractor commitment and usage.
13. Tracks and compiles all information relative to harbor maintenance dredging and deposition of spoils in retention facilities to identify cost, frequency, trends, and remaining capacities of the spoil sites. Maintains contract and financial records including current and historical records of dredging projects.
14. Attends all pre-bid and pre-construction meetings. Prepares draft of award submissions and budget justification documents. Prepares and distributes weekly construction progress meeting documentation.

Budget Preparation and Tracking

1. Collects historical data and prepares the initial Engineering Department operating budget for the upcoming fiscal year. Prepares, tracks, and maintains the Engineering Department’s operating, capital and special budgets.
2. Reviews preliminary operating budget with the Directors and reconciles changes into final budget for presentation to the Director, Project Management.
3. Compiles monthly reports to Engineering staff on current status of construction contracts, consultants’ agreements and equipment purchases.
4. Prepares and tracks the Division’s annual capital and operating budget as directed, reconciling this budget against contract expenditures on a monthly basis and ensuring the fiscal commitments are within budget constraints.

DIRECT REPORTS

This position does not supervise employees.

OTHER DUTIES

Performs other duties as required or assigned.