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GUAM PRESERVATION TRUST

Position Description

Job Title: Administrative Service Coordinator

PURPOSE OF THE POSITION

Assisting the Chief Program Officer, Program Officer(s) & Restoration Architect in the following areas:

PRINCIPAL RESPONSIBILITIES
  • Maintain & upgrade Guam Preservation Trust records management system
  • Immediately produce draft minutes of each meeting of the Board of Directors of the Guam Preservation Trust
  • Produce resolution in standard format for appropriate signatures as soon as practical after each meeting of the Board of Directors
  • Process administrative records and reports relating to Trust business
  • Maintain correspondence logs of Trust business
  • Maintain reports, indexes and lists of current Trust initiatives and projects
  • Assist committee members in their assigned tasks
  • Coordinate payment schedules with accounting consultant and any other related tasks
  • Assist in the coordination of all Trust activities
  • Must be familiar with General Supplemental Conditions of specifications
  • Must be familiar with Technical Sections of specifications
  • Must be familiar with a broad spectrum of architectural and construction terminology
  • Must be able to coordinate and work with various government agencies involved with GPT construction projects
  • Must be familiar with procedures 1)RFPs and the distribution of documents, and 2) Bid Opening and Contractor Selection
  • Assist Program Officers(s) and Restoration Architect in formulating job meeting memos and letters; reviewing specifications; and any related duties
  • Manage office procedures on behalf of the Trust
  • Conduct other duties as directed by the Board or the Chief Program Officer
  • Shall perform these services on a regular schedule with will provide for forty (40) hours per week and regular office hours during normal working hours.
  • Preparation of Expenditure Summary reflecting Board projects & grants
  • Preparation of Accounts Payables
  • Maintain Accounts Payables Files
  • Maintain Deposit and Check Distribution Files
  • Maintain Tax Records
  • Report monthly accounting activity to consulting bookkeeping firm
  • Developing quick reference forms for grants & project accountability
  • Assist staff to safeguard compliance of procurement procedures
  • Processing and Transmission of Federal Withholding
  • Processing and Electronic Transmission of FICA taxes
  • Maintain of payroll time sheets
  • Collaborate with Development Officer to Prepare the Citizen’s Centric Report as required by Law by the Public Auditor
  • Work with hired consultants for preparation of Audits
  • Maintain program and project files for financial and procurement accountability
  • Work with Dept. of Administration for issuance of revenues due to the Trust
  • Work with Dept. of Public Works, Permits Division to verify revenues due to the Trust
  • Depositing Trust income into GPT accounts as directed by the Chief Program Officer
  • Preparing all Board meeting notices for publication in the media as required by law
  • Coordinating with the consulting accounting firm to generate monthly financial reports to the Guam Legislature
  • Coordinating with the consulting accounting firm to generate monthly financial reports to the Office of the Public Auditor
  • Work with website administrator for posting of all monthly and annual financial reports as required by law
  • Special projects as assigned by the Chief Program Officer
  • Familiar with Microsoft Office Word
  • Familiar with Microsoft Office Publisher
  • Familiar with Microsoft Office Outlook
  • Familiar with Excel
  • Familiar with QuickBooks Premier 2010

IMPORTANT ANNOUNCEMENT

In response to the Governor of Guam’s order for a 14 day suspension of non-essential Government of Guam operations effective today, Monday, March 16, 2020, the Guam Preservation Trust Office will be closed and staff will be working remotely from their homes.

This action is a result of the Joint Information Center release providing guidance for COVID-19 response.

For any inquiry or communications, please email jqpreservation@guam.net or call the office at (671) 472-9439 (messages will be checked periodically).

IMPORTANT ANNOUNCEMENT

In response to the Governor of Guam’s order for a 14 day suspension of non-essential Government of Guam operations effective today, Monday, March 16, 2020, the Guam Preservation Trust Office will be closed and staff will be working remotely from their homes.

This action is a result of the Joint Information Center release providing guidance for COVID-19 response.

For any inquiry or communications, please email jqpreservation@guam.net or call the office at (671) 472-9439 (messages will be checked periodically).