Land Administrative Support

: Overview: We are excited to share once again TranSystems has been recognized as a top 100 design firm by Engineering News-Record in 2022. For more than 50 years, TranSystems has committed to a mission of performing engineering and architectural planning, design, and construction solution services in a manner that is both safe and in compliance with all applicable regulatory and client requirements. At TranSystems, we have established and continue to nurture a culture that is committed to providing quality services for our clients. We're looking for top talent to grow with our firm. Responsibilities: What you'll be challenged to do: TranSystems, has an immediate opening for a Land Administrative Support person in San Diego. The person is a Data/Document Specialist responsible for the organization, preparation, and maintenance of all forms, documents, tract and project files, database entry, status reports and/or other required reports associated with the administration of contracts for acquisition. This Land Administrative Support person is proficient in Microsoft Office software and has an excellent understanding of the FlairDocs database software for tracking documents by project and parcels. They are highly organized and has good management skills and has a good understanding of all phases of a Right-of-Way project through experience and educational courses including IRWA Course 100 and Course 215. They maintain accurate and current information on the overall status of assigned projects.

The Land Administrative Support person provides clerical and administrative support to the Research and Interpretation team to ensure efficient gathering, entry, and distribution of information. Duties include but are not limited to preparation and mailing of letters, mail distribution, document scanning, and data entry.

Primary Responsibilities:

• General clerical duties including, but not limited to, photocopying, faxing, scanning, mailing, filing, uploading documentation to proper sources (e.g., shared networks, database systems, and/or programs).
• Data collection, verification and entry using a variety of basic functions of computer software applications including but not limited to Microsoft Office, Archibus, etc.
• Proofreads/edits materials from hardcopy or electronic format for finalization to ensure documents (e.g., letters, reports, memos, charts) are free from typographical errors (e.g., grammatical, punctuation, spelling errors) utilizing computer, reference materials, dictionary, or following oral and/or written instruction.
• Prepares envelopes/packages for mailing including confidential materials (e.g., copying, addressing, sorting, stuffing, assembling) utilizing copiers and/or sorting techniques/equipment, following oral and/or written instruction.
• Records, documents, and file management; receive, review, and maintain confidential/sensitive information (e.g., documents, manual revisions) using various filing systems (e.g., alphabetic, chronological, numeric, subject matter) to organize and maintain documents for future reference utilizing binders, folders, indexes, alpha/numeric sorter, office procedures and/ or electronic databases.
• Manages CMP voicemail inbox on a daily basis; returns calls to property owners as needed to request additional information.
• Maintains a filing system for work order receipts.
• Receives, analyzes, records, and distributes mail to designated personnel; investigates appropriate personnel and locates in database.
• Receives, scans and uploads work orders including maps and/or large sketches; adjusts and edits legibility of documents as needed; reviews and inputs required information and uploads into database.
• Manages and reviews additional department email inboxes; create new jobs, delegate, and assign to team members; coordinate with internal departments and external vendors for additional information required.
• Maintains stock of office and mailing supplies.
• Limited travel, as needed.
• Coordination with team members is a must for all duties.

Qualifications: What you bring to our firm:

• Must possess a high school diploma
• Some college or bachelors' degree from accredited university
• 2 years clerical and/or administrative experience
• Exceptional time management skills
• Ability to prioritize work with little to no supervision
• Excellent attention to detail and documentation is a must
• Exceptional proofreading, organizational, planning, problem solving and prioritization skills
• Must have critical thinking skills
• Must be proficient in computer programs (e.g., Microsoft Word, Teams, Excel, SharePoint, Outlook, Adobe)
• Ability to use multiple software programs concurrently
• Able to quickly learn new software and programs
• Working knowledge of office equipment (e.g., computer, printer, scanner, label maker)
• Professional interpersonal, written, and verbal communication skills
• Able to maintain strict confidentiality and operate with discretion
• Must possess a valid driver's license and acceptable DMV record

Work Environment:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the office work environment is usually moderate.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Position may require some travel to offices and client sites within their respective area, using various modes of transportation including automobile and airline.

For individuals assigned and/or hired to work in California, Colorado, or NY City, TranSystems is required by law to include a reasonable estimate of the compensation range for this role. This compensation range is specific to the State of California and takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; internal peer equity; licensure and certifications; and other business and organizational needs. The disclosed range estimate has not been adjusted for the applicable geographic differential associated with the location at which the position may be filled. At TranSystems, it is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range is $20-$25 an hour. TranSystems is proud to be an equal opportunity / affirmative action employer and ensures nondiscrimination and equal employment opportunity in all programs and activities in accordance with all applicable laws and regulations. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sex, age, national origin, pregnancy status, marital status, sexual orientation, genetic information, citizenship status, disability, protected Veteran status or any other status protected by law. In compliance with the Immigration Reform and Control Act of 1986, we will hire only U.S. citizens and aliens lawfully authorized to work in the United States (if the position is or will be one which is subject to U.S. law). As the employer of choice, we are committed to action and strive for a company that reflects the vast diversity of our country and the communities we serve. TranSystems is committed to embracing diversity in all forms, including race, culture, age, sexual orientation, gender identity, disability, veteran status, thought and religious background. We acknowledge the impacts of prejudice and discrimination on historically underserved communities. We commit to establishing a more diverse, inclusive and positive work environment that drives innovation. Recruiters or staffing agencies: TranSystems is not obligated to compensate any external recruiter or search firm who presents a candidate, their resume, or profile to a TranSystems employee without 1) a current, fully-executed agreement on file and 2) being assigned to the open position (as a search) via our applicant tracking solution.