Job & Business Opportunities

Job Summary

This classification is primarily responsible for coordinating and facilitating information technology project activities. An incumbent in this classification performs specific duties emphasizing the following areas: Project Planning and Communications; Project Coordination; Contract Administration; Document and Correspondence Preparation; Information Tracking and Reporting; and Technology Administration/Leadership. Work mainly involves planning, problem solving, mediating highly conflicting or unexpected problems involving multiple groups, and making recommendations and alternative solutions for consideration. An incumbent in this classification may supervise subordinate staff, but supervision is not the preponderant role of the position.

Supervision

Supervision Received
This classification typically works under direction whereby an employee arranges and determines the specific procedures and requirements and solves non-routine problems, making recommendations to management.

Supervision Exercised
This classification may supervise lower-level personnel, but not as a preponderant duty.

Distinguishing Characteristics

N/A

Essential Functions

A. Project Planning and Communications
Duties may include:
Work with Information Technology staff and other project stakeholders to plan and develop technology-related projects; help define and determine objectives and risks related to the proposed project from a cost, schedule, technical, architectural, engineering, feasibility and quality perspective; work effectively with project team members to help establish project goals, work content and schedules; prepare planning documents and tools; research administrative issues and processes to facilitate team activities; identify technical resources and seek assistance or information as needed; help determine the need for external resources; help develop plan budgets based on stakeholder input and other information; coordinate administrative activities to facilitate project funding; draft and recommend policies and procedures to prepare for project implementation; recommend project evaluation processes and tools; help identify success measurement standards for each project phase; coordinate information sharing between stakeholders and serve as a liaison for both internal and external communications; communicate project team results to the Director of Information Technology and others as assigned; perform other duties as assigned.

B. Project Coordination
Duties may include:
Plan, coordinate and attend project-related meetings, taking notes and preparing minutes as requested; recommend courses of action to help projects adhere to goals, objectives and deadlines; maintain ongoing and regular communications with stakeholders; use critical path and/or other methods to evaluate progress; coordinate programming, design, review and implementation activities with stakeholders and other involved parties; develop and prepare procurement specifications based on team requests; organize and track product delivery, warranty and installation in accordance with project milestones and workflows; coordinate review and comment processes for each project phase; help resolve unexpected project problems and recommend solutions to address finance, scheduling, technology, methodology, tools and other issues based on project management principles; develop periodic status reports as requested; perform other duties as assigned.

C. Contract Administration
Duties may include:
Participate in the evaluation and selection of project control consultants; coordinate contract evaluation and selection processes; coordinate activities between the project team and outside consultants/vendors; monitor and track contractor/vendor activities for timeliness and contract compliance; perform other duties as assigned.

D. Document and Correspondence Preparation
Duties may include:
Prepare internal and external correspondence; draft Requests for Proposals, Requests for Bids, and other complex documents; draft, edit, and proofread issue papers; prepare special reports, analyses, and recommendations pertaining to assigned projects; prepare special forms, tools and written procedures; research information and summarize statistical and other findings obtained from special surveys and studies; perform other duties as assigned.

E. Information Tracking and Reporting
Duties may include:
Maintain project action item lists, design issue lists, due dates, and other project milestone information; monitor and update project status and schedules; maintain and track project budget information; coordinate project cost and reporting requirements; maintain, enter, update, and retrieve information from database, spreadsheet, project management and other software; retrieve historical data from computer systems; review, revise and maintain project data and reports; maintain project and correspondence files; provide document management and version control; perform other duties as assigned.

F. Technology Administration/Leadership
Duties may include:
Answer questions and provide information regarding areas of expertise; provide training to other District staff regarding project management techniques, hardware/software utilization, or other areas as assigned; plan, assign, prioritize, and review the work of assigned subordinate staff; assist with department technical activities pertaining to applications, Web, and user support; perform other duties as assigned.

Job Demands

(1) Mobility: frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting. (2) Lifting: frequently up to 10 pounds; occasionally up to 25 pounds. (3) Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision. (4) Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching. (5) Hearing/Talking: frequent hearing and talking, in person and on the phone. (6) Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone. (7) Environmental: frequent exposure to noise.

Knowledge and Abilities

Required Knowledge of:
Current project management methodologies/tools/techniques and their application to information technology projects.
Project lifecycle stages including conceptualization, planning, execution and termination.
Intermediate statistical analysis.
Methods of developing project schedules and cost summaries.
Business administration and finance as it pertains to technology projects.
Basic information system technologies pertaining to network administration, software development, and system implementation.
Methods and techniques of tracking, recording, and presenting information.
General methods of tactful communication.
The administration of contractual agreements.
Research techniques and modalities.
Principles of organization, administration, and supervision.
Statistical concepts and methods.
Training techniques and approaches.

Required Ability to:
Communicate with project stakeholders in an appropriate and effective manner.
Explain project management principles and methods to others.
Develop and recommend project management controls for assigned projects.
Coordinate project activities between all stakeholders as well as with external contractors and vendors.
Handle all internal and external contacts with courtesy, diplomacy, and tact.
Read, analyze, and interpret District policies, professional journals, technical publications, and government regulations.
Write reports, business correspondence, and other complex documents.
Effectively present information and respond to questions from groups, managers, customers, and others.
Facilitate resolutions to conflicts and disagreements.
Learn District and departmental operating policies and procedures.
Learn departmental information systems and technologies.
Learn department-specific tasks and procedures.
Organize information clearly and precisely.
Apply customer service skills, representing the District in a positive way while working with the public.
Research, extract and analyze statistics and other information and prepare comprehensive reports.

Required Computer Skills with:
Common project management software.
Common word processing software.
Common spreadsheet software.
Common database applications.
Basic network, software and other systems technologies.
Email, contact management, and scheduling software.
Presentation software.

Minimum Qualifications — Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

A. Required Prior Education:
A bachelor’s degree in public administration, business administration, computer science, mathematics, management information systems, or a closely related field. Six years of additional qualifying experience may substitute for the required education.

B. Required Prior Experience:
Four years of increasingly responsible experience performing professional project coordination or management, including at least two years coordinating or managing small to medium-sized information technology projects.

C. Substitutions:
1) Current certification as a Project Management Professional (PMP) from the Project Management Institute may substitute for two years of the general (non-IT) project management experience required above; or 2) current certification as an Associate in Project Management (CAPM) from the Project Management Institute may substitute for one year of the general (non-IT) project management experience required above.