Construction Operations Support- Document Analyst

Full job description

Salary is commensurate with ability. Advanced proficiency in Microsoft Excel and Word, including development of complex spreadsheets, data analysis tools, and standardized document templates required. Remote-Hybrid work applicable after probation period.

QUALIFICATIONS:

1. Associates degree in business administration, information systems or related field and three (3) or more years of successful experience in analyzing and developing documents and computer related issues, OR high school diploma or equivalent and seven (7) or more years of successful experience in developing and maintaining documents and computer systems.

2. Demonstrated experience with PC-based document design and records management.

3. Accurate keyboard speed of 50 words per minute.

4. Demonstrated ability to work with diverse groups, and effectively communicate, both orally and in writing.

5. Scheduling and Time Management

6. Knowledge of current computing technologies and software applications appropriate to the position’s job responsibilities including Basic understanding of Content Management System (CMS), Proficient in Adobe Editor, Advanced MS Word & Excel (formulas)Proficient in Google Suite.

PERFORMANCE RESPONSIBILITIES:

Essential Functions:

1. Assists in the development and revision of all documents to comply with D.O.E. regulations and School Board policy 6.14 in accordance with standard purchasing procedures.

2. Designs all approved purchasing documents using PC-based software programs.

3. Creates, maintains and organizes a back-up system for all documents required by the Purchasing Department.

4. Analyzes current documents and records within the Purchasing Department and recommends revisions and applications.

5. Establishes a format for all documents using advanced word processing features and functions.

6. Revises and maintains a dictionary of standard conditions to be utilized in all bid documents.

7. Analyzes and coordinates the correction and/or repair of Network, PC and/or printer problems as they occur in the Purchasing Department.

8. Provides basic technical assistance and training to all personnel in the Purchasing Department as it pertains to Network and PC related issues.

9. Maintains the Internet and homepage for the Purchasing Department.

10. Oversees and maintains records retention as assigned.

Additional Job Functions:

1. Follows adopted policies and procedures in accordance with School Board priorities.

2. Conducts oneself in the best interest of students, in accordance with the highest traditions of public education and in support of the District’s Mission Statement.

3. Performs other duties as assigned.

RECOMMENDED: KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

Knowledge

• Knowledge of document control principles, including versioning, audit trails, standardized formatting, and records retention requirements in a public procurement environment.
• Working knowledge of construction procurement documentation, including bid packages, addenda, tabulations, contract templates, and standard terms and conditions.
• Familiarity with records management systems and content management systems (CMS), including indexing, retrieval, and lifecycle management of documents.
• Understanding of data structure and organization within spreadsheets, including relational data concepts and data validation techniques.
• Basic understanding of public procurement processes and compliance requirements (preferred).

Skills

• Advanced proficiency in Microsoft Excel, including pivot tables, lookups (XLOOKUP/VLOOKUP), data validation, conditional formatting, and basic data analysis.
• Advanced proficiency in Microsoft Word, including styles, templates, cross-referencing, table of contents generation, tracked changes, and document comparison tools.
• Proficiency in Adobe Acrobat (or equivalent) for creating, editing, redlining, and assembling professional-grade contract documents and bid packages.
• Demonstrated skill in developing standardized templates and forms to improve consistency, efficiency, and compliance.
• Strong organizational skills in file structuring, naming conventions, and document retrieval systems.
• Ability to compile, format, and quality-check complex procurement packages with a high degree of accuracy and attention to detail.
• Ability to analyze and clean data sets to support reporting, tracking, and procurement activities.
• Ability to provide technical support and troubleshooting for common software and document-related issues within a team environment.

Abilities

• Ability to maintain a high level of accuracy under tight deadlines, particularly when assembling and publishing procurement documents.
• Ability to manage multiple document workflows simultaneously, ensuring deadlines, version control, and compliance requirements are consistently met.
• Ability to anticipate the needs of Purchasing Agents and proactively prepare documents, templates, and reports.
• Ability to identify inconsistencies, errors, or omissions in procurement documents and recommend corrections before issuance.
• Ability to work independently on detailed tasks while maintaining alignment with team priorities and deadlines.
• Ability to communicate technical information clearly to non-technical staff and provide basic training/support.
• Ability to adapt quickly to new software systems, technologies, and process improvements.

Job Type: Full-time

Job Type: Full-time

Pay: $48,685.00 - $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: Hybrid remote in Riviera Beach, FL 33404