Clerk

About the Firm:

Our mission: Transforming Infrastructure with Passion and Kindness. We provide quality, cost-effective engineering services to state and local governments and private-sector clients across New York State and Pennsylvania. Our project portfolio features experience in Bridge, Highway, and Structural Design, Condition and Safety Inspection, Civil and Site Engineering Support, Construction Inspection and Administration, Survey and Mapping, and Hydrographic Services.

Prudent Engineering is an Equal Opportunity Employer.

About the Position Prudent Engineering, LLP is seeking a Construction Inspection Quality Control Clerk (CIQC) to join our team at our main office in Syracuse, NY. The CIQC Clerk provides essential administrative and records support to the Construction Inspection Quality Control team on NYSDOT Design-Build projects. This role maintains accurate project documentation, supports data entry and filing in accordance with NYSDOT Manual of Uniform Record Keeping (MURK) requirements, tracks materials and correspondence, and assists the field and office staff so that quality control, inspection, and contract administration records remain complete, timely, and audit-ready.

Primary Responsibilities

• Establish and maintain organized project files (electronic and hard copy) in accordance with NYSDOT MURK, ProjectWise (or equivalent), and company document-control procedures.
• Perform accurate data entry of daily inspection reports, material certifications, test results, quantities, and other CIQC records into AWP, ProCore, ProjectWise, or other required systems.
• Track, log, and file incoming/outgoing correspondence, RFIs, submittals, change-order documentation, force-account records, and material acceptance documentation.
• Assist with preparation and distribution of meeting minutes, progress reports, and routine administrative correspondence.
• Support quantity tracking and progress-estimate preparation by compiling inspector data and verifying basic calculations under supervision.
• Maintain logs for material certifications, sample tracking, non-conformance reports, and corrective-action documentation.
• Coordinate with field inspectors, Office Engineer, Resident Engineer, and materials testing staff to ensure timely submission and completeness of required records.
• Perform general clerical duties including photocopying, scanning, filing, mail handling, and office supply coordination for the project field office.
• Assist with project close-out documentation and final records package assembly.
• Uphold confidentiality and maintain professional communication with contractors, NYSDOT staff, and internal team members.
• Perform other related administrative duties as assigned to support the CIQC and construction inspection effort.

The Minimum Requirements we seek:

• High school diploma or equivalent required.
• 1–2 years of clerical, administrative, or office experience preferred (construction, engineering, or public-works setting a plus).
• Proficiency with Microsoft Office (Word, Excel, Outlook) and basic data-entry accuracy.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities in a fast-paced project environment.
• Ability to follow written procedures and maintain accurate records.
• Valid driver’s license and reliable transportation may be required.
• Ability to work in a field-office setting and adapt to project schedules (occasional overtime or adjusted hours possible).
• Primarily office-based within a project field office, with occasional site visits in a deadline-driven environment requiring accuracy and adaptability to varying project demands.
• Requires prolonged periods of sitting and computer work, occasional lifting of files or boxes weighing up to 25–30 lbs., and the ability to navigate a construction field office environment.

Preferred Qualifications

• Prior experience supporting NYSDOT, Thruway, or similar transportation construction inspection projects.
• Familiarity with MURK forms, SiteManager, ProjectWise, or comparable construction management software.
• Experience handling material certifications, daily reports, or contract documentation.
• Associate degree or coursework in business administration, construction technology, or related field.

What we will offer

• An annual salary: $45,000- $50,000 per year
• Medical, dental, and vision benefits
• 401(k) with company match
• Paid time off plus paid holidays
• Opportunities for professional growth and career advancement

*Actual compensation may vary based on work experience, location, market conditions, education, training, certifications, and other credentials, as well as applicable knowledge and skills.