Principal Areas of Responsibility
• Review and edit documents for compliance with Jacobs policies and procedures, and those of the West Basin Municipal Water District
• Research, gather, and enter chemical data in a records management system, and generate and implement various monthly financial analysis reports
• Retain accurate financial accounts and update data regularly
• Assist in Processing, reconciling, and monitoring purchase card transactions using the SAP CONCUR Travel and Expense system and @work
• Manage, prepare, and implement annual SWRCB Contract Operator Certification and City Business License renewals
• Knowledge and ability to write SOPs for various administrative and procurement processes
• Prepare and analyze monthly financial statements/invoices, assist with budgeting and forecasting cash flows, performing financial analyses, reconciling accounts, and preparing special reports and analyses as needed
• Assists in determining vendors for purchases that will be made based on most favorable prices consistent with quality, quantity, and delivery; and adherence to specifications, bid conditions, and other factors utilizing formal bid procedures or obtaining ids by email or fax. Usually in the form of RFI/RFQ
• Assist vendors in getting vetted through Ariba, the Jacobs procurement system
• Follow up on vendors’ invoices, reports, and documentation of work performed
• Assist the Project Manager and Department Managers with administrative needs (e.g. reports and special projects, etc.)
• Oversees the training and day-to-day activities of the administrative intern as it relates to the administrative coordinator’s functions in collaboration with other administrative and management personnel (including but not limited to Human Resources, Safety, Project Management, and Department Managers)
• Performs QA/QC on the administrative intern’s work and ensure that record management policies and handling are followed.
• Assists in coverage of the front desk area and setup of events if extra help is needed
• Other projects and duties as required
