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ADMINISTRATIVE ASSISTANT (DBE Contract Specialist I)
Ref No.: 17-02786
Location: AUSTIN, Texas
Start Date / End Date: 10/09/2017 to 04/09/2018
JOB SUMMARY

This position performs a variety of paraprofessional and administrative support to facilitate the day-to-day and long-range implementation of the Disadvantaged Business Enterprise (DBE) program, contract administration, and tracking of DBE payments. This position provides overall support to Office of Diversity on DBE and various special projects. Works under moderate supervision, with limited latitude for the use of initiative and independent judgment.

PRIMARY RESPONSIBILITIES
  • Provides contract administration and administrative support to the Office of Diversity and DBE program activities and reports; drafts and edits routine correspondence, memos and reports; completes forms as needed; answers technical and business inquiries and greets visitors.
  • Acts as a resource, liaison and facilitator with customers, providing information and resolving issues as they arise, in collaboration with staff.
  • Maintains DBE records and ensures compliance with established policies and procedures.
  • Performs database management activities including the entering, retrieving, and manipulating of DBE record information; prepares reports as requested.
  • Compiles materials or other information needed for vendors and assists with pre-proposal and pre-bid conferences as directed.
  • Tracks and monitors actual payments to DBE vendors.
  • Assists in the preparation of reports to the Federal Transportation Administration and the President/CEO.
  • Interact with government entities for verification and contract compliance.
  • Monitor and assist Title VI officer with tracking complaints and researching any violations.
  • Support Title VI Officer with maintaining policy with compliance procedures, and reviewed cases to determine jurisdiction, accessibility and other relevant information.
  • Assists with the preparation of materials to inform the public: special reports, newsletter and other publications as directed.
  • Assist the Office of Diversity in organizing and participating in various internal and external diversity events.
  • Performs related and other special duties as required or directed.

MINIMUM QUALIFICATIONS

Education and Experience
  • High school diploma or GED required.
  • Three (3) years of progressively responsible administrative experience.
  • One (1) year of database management, PC-based word processing, and spreadsheet applications.

Knowledge, Skills and Abilities
  • Excellent oral, written and interpersonal communication skills.
  • Skill in composing and preparing correspondence, reports, and forms
  • Skill in maintaining records according to established policies and procedures.
  • Ability to establish and maintain effective working relations with a diverse population.
  • Effective organizational development and problem solving skills.
  • Effective planning and strategic management skills.
  • Skill in using PC word-processing, spreadsheet, and database management software application.