Construction Administration Office Manager

The Utah Department of Transportation is seeking a skilled, organized, and self-motivated individual to fill their Construction Administration Office Manager (Engineering Technician IV) position in the Utah/Juab County area . This position is part of a team that oversees the administration of the state and federal roadway construction projects that assist in Keeping Utah Moving. The team provides engineering, material testing, inspection, project accounting, and contract administration for multiple projects simultaneously. This position manages specifically the accounting and contract administration aspects of the projects, as well as purchases and equipment/assets for the team.

Principal Duties:
The Office Manager is responsible for the accuracy of project ledgers and payments, and provides quality assurance of construction office and materials documentation for projects being built by independently chosen construction companies. To accomplish this task, the individual will be responsible for:

Project Ledgers and Payments:
Train inspectors how to accurately measure and calculate quantities in the field.
Double check calculations and ledger entries.
Prepare payments using agency-specific accounting software (Masterworks).
Coordinate and track payments through the entire process to completion.

Construction Documentation:
Review and/or manage project documentation in agency-specific programs (Masterworks, ProjectWise, etc.) to ensure documentation is in place prior to project payments and closeout.
Be familiar with the legal terms of each project contract and ensure the project meets all requirements necessary for federal participation.
Coordinating with Region Staff and Contract Specialist so that any missing documentation identified is obtained and properly filed prior to project closeout.
EEO Compliance for Region Crew:
Train field inspectors to complete and file the following documents. Perform audits to ensure compliance and accuracy:
C131 (Project Bulletin Board Inspections).
C136 (Employee Interviews).
C141 (UDOT DBE Commercially Useful Function).
1444 (Request for Authorization of Additional Classification and Wage Rate).
Certified Payroll.
Request to Sublet.
Ensure that the on-the-job training goal and DBE goal have been met.
Coordination with Contractor:
Assist in outlining the contractor-specific documentation requirements that need to be met under the contract.
Review and approve subcontracts for compliance with contract provisions.
Monitor the dollar amount of work that is sublet.
Correspond with contractor/subcontractor to correct all errors in the areas covered above.

Provide Office Support for Team:
Manage office space, furnishings, and equipment jointly with the other teams that share the space.
Manage team purchases of equipment and supplies in accordance with state policy.
Assist with team assets such as fleet vehicles, tablets, and measuring devices.
Assist with scheduling and preparation of agendas.
Take minutes during project meetings.
Frequently communicate with Resident Engineer and Field Engineer the status of the project documentation and steps taken to correct deficiencies.
Advise Engineer when official letters of corrective action need to be sent.
This position is, for the most part, an office position and rarely requires overtime. The office location is in Orem. Hours and days can be flexible. There are opportunities to work from home on a limited basis, but only after training is complete. Regular trips to the projects can be expected, and a company vehicle is available to use for that purpose. Applicants interested in overtime have the opportunity to obtain a CDL and help in snow removal operations, or get certified in material testing and help in the field. This is not required, and preference will not be given based on the choice. On-the-job training is available for all duties.

The Ideal Candidate:
The ideal candidate for this position would have ONE of the following qualification sets:
Completed TEP, NICET, T3, or M3 training AND 4 years of related experience; OR
An Associate’s degree or higher in Accounting or another directly related field AND at least 4 years of related experience; OR
At least 6 years of directly related experience.
The ideal candidate will also:
Be familiar with project documentation following state and federal project requirements.
Be able to work well with coworkers, contractors, subcontractors, consultants, and their employees to achieve positive outcomes.
Have excellent verbal and written communication skills with a strong attention to detail.
Be proficient using agency-specific programs (Masterworks, ProjectWise, etc.) as well as word processing and spreadsheet applications such as Microsoft Word, Excel, Google Sheets, and Google Docs.
Contribute to a positive culture that promotes the success of others.

Supplemental Information:
Here is some additional information of which you should be aware:

Physical Requirements:
Employee’s work is primarily performed in an office setting but when working in the field, work may require physical exertion, including the ability to stand; walk over rough surfaces; bend; crouch; stoop; stretch; reach; or lift moderately heavy items (up to 50 lbs.) in a recurring manner and/or for long periods of time.
Working Conditions: Employee’s work is primarily performed in an office setting but when working in the field, risks may be present which require the use of special safety precautions and/or equipment, e.g., working around operating machines, working with contagious diseases or chemicals, etc.
Employee may be reassigned to a different work location as deemed necessary by the Region Director / Group Leader.
Department of Human Resource Management rules regarding promotions and transfers apply to current state employees.
Why Should You Join Our Team?
The work we do matters. If you want to make a positive difference doing meaningful work, this is the right place for you. Our mission statement is, “Enhance quality of life through transportation.” We define quality of life through a framework of Good Health, Connected Communities, Better Mobility, and Strong Economy. We help the State of Utah and its traveling public to get to where they want, when they want, in the way they want – and we make sure they can do it safely.
You will become part of a team with an internal culture of Trust, Teamwork, and Flexibility. Our organization lives by the values of Respect, Integrity, and Caring. If these are your values too, you’ll be a great fit.
Aside from working for a cause-driven, cutting edge agency that is leading all other transportation departments in the nation, you will receive great health and retirement benefits. Working for the State of Utah provides a positive work-life balance. Click here to view a summary of the benefits we offer.

The Agency:
UDOT is a strengths-based organization, which means its approach is based on identifying and developing individual and organizational strengths. Our philosophy is to address challenges by bringing our strengths to each situation and create the best solutions. Candidates are encouraged to be familiar with their strengths and consider how they may potentially be of benefit to the roles for which they are applying. UDOT uses the CliftonStrengths Assessment, but there are multiple strengths assessment tools available online, and no formal assessment is required.
For more information on the Utah Department of Transportation please click here.