Employment

The Administrative Assistant will assist in reviewing and tracking contracts, pricing, change orders, insurance certificates and RFI's - all using project management software. This individual is also responsible for capturing and distributing weekly meeting minutes; coordinating meetings and assembling project manuals; identifying and integrating project documents into the planned project management software and interface with the public housing authority software system modules. The incumbent reports to the appropriate Capital Asset Manager assigned as the lead for each project.   KNOWLEDGE , SKILLS AND ABILITIES  

• Ability to provide written, filing and technology support for capital improvement building and site projects and reports.
• General knowledge and understanding of technical drawings and specifications.
• General knowledge of occupational safety procedures
• Ability to read and interpret written instructions, specifications, and regulations.
• Ability to collect financial or statistical data for inclusion in the Capital Fund Program budget.
• Experience with Procore, Microsoft Project Pro or other Project Management Software and competency with Microsoft Office Suite, principally MS Word and Excel.
• Research and inquiry skills, creative problem solving.

PRINCIPAL DUTIES

1. Assist in coordinating files for capital improvement projects and reports.
2. Assist in identifying new project management software and integration with existing systems.
3. Facilitate and assist in communication among project teams - including architect and engineer, general or prime contractor, subcontractors, and LHA personnel.
4. Assist in meeting preparations and attend meetings with the project team.
5. Assist with project schedule maintenance and compliance. Processing invoices for payment and tracking.
6. Tracking project cost to available budget. Create, prepare, or collect and file project meeting minutes.
7. Track and report department deadlines for preparation and submission.
8. Responsible for obtaining, storing (electronic) distributing and tracking warranty certificates so that all stakeholders are noticed in a timely fashion.
9. Responsible for obtaining information and assembling manuals (hard copy and electronic).
10. Assist in the conversion of records and the manual contract management process to a “smart” and intuitive digital process.
11. Develop knowledge and facility of use with state and federal software systems and record keeping such as state DHCD’s CIMS, CPS and CapHub systems and U.S. HUD EPIC and other federal portal sites required for data and capital fund reporting.
12. Assist project managers with any additional duties, including without limitation: a. Governmental reports such as the U.S. HUD Labor/Wage report (HUD-4710), EPIC energy-related project reports and data updates. b. Energy conservation audit preparation and site audit assistance. c. Compile attachments and Environmental Review Report book. d. Research project management software and convert documents from recent projects including certified payrolls, submittals, etc. per the project checklist. e. Keep all project files current and complete based on project checklist. f. Obtain, copy, scan, catalogue documents to promote durable and searchable records of all projects and integrate into system property information.

EDUCATION AND EXPERIENCE  The nature of this work requires considerable prior work experience, where skills in construction administration services and office technology are demonstrated. Formal training in office management and practices, business English, business math, typing, report writing, and operation of office machines. Candidate shall possess a valid Massachusetts Driver's License. An associate degree is required, but may be substituted by sufficient years of relevant experience.   Annual Salary: $40,000 with benefits

The Lowell Housing Authority is seeking to hire an HR Generalist. This a  part-time benefit, eligible position at approximately 25 hours per week, with flexible scheduling options. The salary for this position is negotiable based on education and professional experience.   Job Summary:  Coordinates human resources activities including but not limited to employment and employee relations. Administration and maintenance of human resources activities and programs, including staffing, compensation, benefits, training and workplace safety.   Supervision Received:  The incumbent reports directly to the Executive Director or his/her designee for guidance on assignments, performance expectations and technical assistance.   Supervision Given:  The incumbent does not supervise any direct staff but may offer employment advice and assistance to employees.  

• Assist with administration of company-wide human resources policies, procedures, and practices in accordance with stated agency objectives and federal and state legal requirements.
• Assist in the administration of LHA’s recruiting program, including searching resume databases for prospective candidates; conduct initial review of resumes; schedule interviews; conduct interviews; schedule and administer testing for job applicants; check credentials and references, and schedule follow-up interviews with company supervisors, managers and directors; supervise interviewing, testing, and hiring processes to ensure adherence to all equal employment opportunity (EEO) legislation, the Americans with Disabilities Act (ADA), and other government compliance requirements.
• Coordinates hiring process, including but not limited to conducting background and reference checks, negotiating salary offers, and issuing job confirmation letters and other internal communication.
• Tracks status of candidates and responds with follow up letters at the end of the recruiting process.
• Schedules meetings and interviews as requested by the executive director.
• Coordinates and/or conducts employee-relations activities and programs including but not limited to employee counseling, interpretation of policies, new employee orientation, and employee recognition programs.
• Coordinates programs to attract qualified candidates through the design and placement of position announcements, advertising, and/or participation in job fairs.
• Conducts exit interviews with employees; communicates findings to management.
• Assists with processing of terminations.
• Responds to inquiries regarding the organization’s processes, policies, procedures, and programs.
• Conducts ongoing information and training sessions to develop employees and provide support and problem resolution.
• Identifies potential employee-relations issues and makes recommendations to management.
• Conducts investigations into claims of harassment or other company-guideline violations.
• Coordinates administration of workers’ compensation and unemployment claims.
• Assists in administration of company compensation and benefits programs.
• Administers health and dental plans.
• Processes required documents through payroll and insurance providers.
• Processes required documentation and responds to inquiries from the City of Lowell Retirement Board.
• Ensure accuracy and completion of various personnel/position changes (e.g. new hires, promotions, transfers, salary increases, etc.).
• Ensures accurate record keeping and proper deductions.
• Performs customer service functions by answering employee requests and questions.
• Verifies I-9 documentation and maintains that they are current.
• Submits the online investigation requests and assists with new employee background checks.
• Reconciles benefits statements.
• Conducts audits of payroll, benefits or other HR programs and recommends corrective action.
• Assists with the preparation of the performance review process.
• Set up and maintain personnel records and files including necessary information on medical benefits, retirement, workers’ compensation, etc.; update and track confidential files/information ensuring accuracy and completeness for active and terminated employees.
• Assists with training and coordination of training initiatives and schedules employees for training sessions.
• Prepares new employee files.
• Performs other related duties as assigned by management.

QUALIFICATIONS:

• Bachelor’s degree in Human Resources Management, Business Management, or other related field from a recognized institution of higher education.
• Ability to work independently, prioritize workload and deliver quality results on time while working on multiple projects simultaneously.
• Plan and organize tasks to consistently produce results, with minimal supervision
• Proficient on Microsoft Office applications
• Acute attention to detail and strong organizational skills.
• Excellent written and verbal communication skills.
• Ability to understand and follow written and verbal instructions.
• Versatility, flexibility, and a willingness to work within constantly changing priorities.
• Prior experience in human resource role for a medium to large organization.
• Municipal human resource experience is preferred, but not required.