Project Control Specialist I

• Serves as the primary point of contact for any department or contractor/consultant as it relates to contract requisition submittal, invoice compliance, payments, cost allocation, and administrative and accounts payable queries for assigned contracts.
• Coordinates with various departments, assigned project managers, external agencies, contractors and vendors to overcome roadblocks and delays, and to verify accurate and complete contract invoice submittals and deliverables.
• Reviews all assigned contract invoices and task orders to verify required supporting documentation accompanying invoices and is complete, accurate and in accordance with contract requirements, prior to approving requests for payment.
• Monitors contract expenditures, including work in progress, to ensure expenditures are in accordance with budgetary constraints. Checks amounts remaining on Purchase Orders to guarantee available funds, and ensures that delivery dates, prices, and item numbers correspond with contracts.
• Maintains documentation regarding any change orders, including details such as estimated number of hours, estimated quantity and type of material, rates used in determining prices, hourly breakdown by labor class, details of materials take-off, and disclosure of any mark-ups or time and/or schedule changes.
• Reviews assigned contract administration documents (task orders, purchase orders, invoices, etc.) prior to obtaining authorization signatures.
• Verifies accurate application of unit rates (cost and job hour) to quantity-factored estimates within a discipline.
• Partners with divisions and consultants to prepare monthly cost and schedule variance explanations exceeding the established thresholds.
• Prepares and updates department progress reports.
• Maintains accurate records and filing system for contracts compliance, including correspondence.
• May be deemed essential at any time.
• Perform other duties as assigned or required.

Essential Competencies:

• Ability to learn and understand the terminology, methods, practices and techniques of contract administration.
• Ability to learn and use accounting, purchasing and payment software.
• Basic proficiency in Microsoft Excel as it applies to developing, managing and finalizing project budgets according to project milestones and/or tasks.
• Ability to read and interpret contract requirements.
• Ability to establish effective working relationships with internal customers and vendors.
• Effective verbal and written communication skills.

• High school diploma or GED.
• At least one year of experience in fiscal Contract Administration, Contract Management, Accounting, Mathematics, or related field.
• Or a combination of education and experience as described above.

• Must successfully pass a credit check.

• None.

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical demands: The work is mostly sedentary with periods of light physical activity and is performed in office surroundings. Typical positions require workers to walk or stand for short periods; lift and carry up to 20 pounds; climb stairs, bend, reach, hold, grasp, and turn objects; and operate computer or typewriter keyboards. The work requires the ability to speak clearly and to see and hear clearly with or without correction. Subject to work beyond the normal scheduled hours of work; to attend evening meetings and work sessions.
• Work environment: Primary work is performed indoors in a standard office setting. The noise level in the work environment is usually moderate.