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    Coordinator, Construction Safety Administration - Chicago, United States - Chicago Transit Authority

    Chicago Transit Authority
    Chicago Transit Authority Chicago, United States

    3 weeks ago

    Default job background
    Description

    SALARY
    $68,000 - $82,000


    POSITION SUMMARY


    Under direction, performs various administrative and office support activities of a confidential nature for the Construction Safety division located within the CTA Safety Department.

    Works with the division leadership on a variety of tasks including triage, work activity tracking, budget and billing reconciliation, records control, data compilation, and works to assist and help ensure projects are completed according to departmental goals and deadlines.


    PRIMARY RESPONSIBILITIES

    • Maintains and monitors department documents, reports, and systems as assigned. This includes staff evaluation documents, assignments, performance plan metrics, training records, construction project contracts, contractor safety deficiency log requests and document management, Construction Management (CM) contracts and scope of work, policies and procedures and other relevant division documents.
    • Organizes and maintains files and correspondence and follows up on pending communications and projects with limited direction.
    • Updates department records to ensure accurate information is maintained.
    • Prepares and processes documents, reports, invoices, and distributes copies as needed.
    • Handles triage and distribution of numerous items to facilitate management of the division-by-division leadership. This includes Daily Inspector Reports on construction activity/projects, Construction Process Plan submittals, Unusual Occurrence Reports, Injured on Duty reports, Contractor Safety Resumes, Weekly Report submittals, time off requests, E-Builder steps, comments, processes, and transfer of data from safety and consultant Safety Observation Reports and Construction Process Plans.
    • Monitors web-based project management software reflecting current CTA operating and processing procedures and tracks daily construction activity by communicating with different areas in and outside of the organization.
    • Performs oversight and monitoring of administrative duties relating to safety staff and consultant budgeting and invoicing as required to ensure accurate billing is submitted on capital grant funding to ensure maximization of funds and minimization of billing to ad ministrative budget.
    • Monitors staff and safety consultant hours for budgetary compliance.
    • Prepares summary reports for hours and checks billing and other methods for accuracy of reported hours.
    • Assists with monitoring of consultant and contractor performance deadlines and timelines
    • Coordinates special projects within the construction department as assigned.
    • Takes notes as needed on construction project meetings when adequate coverage by staff is not available.
    • May assume project management duties on a small-scale project and/or fill in for a project manager during vacation/illness/other extended absence.
    • Performs related duties as assigned.

    MANAGEMENT RESPONSIBILITIES

    Reporting to this position are the following jobs:
    Job Title


    CHALLENGES
    EDUCATION/EXPERIENCE REQUIREMENTS


    • Bachelor's Degree Construction Management, Project Management, Business, or a related field, plus two (2) years related experience, or an equivalent combination of education and experience relating to this position.
    • Experience in project planning, contract controls, or scheduling a plus.

    PHYSICAL REQUIREMENTS

    • Requires remaining in a stationary position for extended periods of time and constantly operating a computer and other office productivity machinery.
    • Service Area Requirement: Exempt (Non-Union) employees must live within the boundaries of the CTA Statutory Service Area either at the time of employment or within 6 months of beginning employment at CTA.
    KNOWLEDGE, SKILLS, AND ABILITIES


    • Detailed knowledge of construction safety principles and practices.
    • Working knowledge of the principles and practices of general, fund, and government accounting.
    • Strong Microsoft Office skills in Word, Excel, etc.
    • Strong written and verbal communication skills.
    • Ability to prepare clear and concise administrative and financial reports.
    • Basic Oracle database software skills.
    • Ability to maintain detail orientation in a changing environment.
    • Ability to function well under pressure and multi-task with consistent accuracy.
    • Ability to prioritize in accordance to customer's needs, authority requirements, and FTA regulations.

    WORKING CONDITIONS

    • General office environment.
    EQUIPMENT, TOOLS, AND MATERIALS UTILIZED


    • Standard office equipment.
    • Personal computer and related software.
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