Job & Business Opportunities

Job Summary

This classification is primarily responsible for performing tasks in the following areas: Department Administration, Supervisory/Administrative, Project Oversight and Management, and Data and Statistical Analysis. Work mainly involves problem solving and mediating highly conflicting, unexpected, and unusual problems involving multiple groups.

Supervision

Supervision Received: This class works under administrative direction, which includes broad management responsibility for a large program or set of related functions. Work is usually received in terms of goals; review is received in terms of results.

Supervision Exercised: Work mainly involves problem solving and mediating highly conflicting, unexpected and unusual problems involving multiple groups.

Distinguishing Characteristics

N/A

Essential Functions

A. Department Administration
Duties may include:
Plan and set department goals, objectives, resources, budgets, and funding requirements. Monitor budget performance. Develop, organize, and direct departmental and functional processes and procedures. Plan, prioritize, and recruit department and division staff resources. Direct preparation of budgets and funding requirements and monitor compliance status. Plan and coordinate staff resource needs, position requirements, budgeting, and space planning. Coordinate development of department staff job descriptions and recruitment plans with Human Resources. Staff in project development and planning of new projects. Perform as primary contact with FTA's Project Management Oversight staff for project-related issues. Represent department in various committees. Participate and represent department in financial and administrative audits. Other duties as assigned.

B. Supervisory/Administrative
Duties may include:
Define responsibilities and direct and supervise job duties with department staff. Develop department work plans, define responsibilities, assign tasks and duties, and monitor performance. Supervise, train, coach, and counsel department staff. Conduct performance reviews with staff. Plan, budget, and manage the department’s administrative team, provide supervisory administration and oversee office/clerical administration and performance. Determine resource requirements, job duties, and organizational assignments for staff. Define and implement processes for document control, reproduction, storage, retrieval, and archiving. Review and continuously improve office administrative processes and procedures to enhance efficiencies. Manage production and timely distribution and communication of engineering documents. Other duties as assigned.

C. Project Oversight and Management
Duties may include:
Review and recommend project control program policies and procedures. Direct implementation of control tools, methods, and procedures for managing all of the District’s capital improvement projects. Direct preparation of project budgets, cost estimates, and schedules. Maintain project budget responsibilities and monitor cost/schedule trends; recommend corrective actions as needed. Determine appropriate levels of project control resources to meet specific project needs; ensure cost and schedule trends are identified and addressed on a timely basis. Define and direct development of project work breakdown structures and account code requirements. Define scope of work for project control services consultants; manage/administer consultant contracts. Direct project financial and statistical data tracking, trend analysis, forecasting, and reporting. Approve procurement requisitions and invoices. Act on behalf of the Director of Projects in matters pertaining to assigned projects. Prepare and/or recommend capital construction implementation plans with the project manager. Coordinate project interfaces and commitment of work with support work groups. Conduct regular project progress reviews with contractors and staff; direct changes as necessary. Participate in, review, investigate, resolve, and negotiate claims and contract changes. Direct preparation of various project reports, such as Monthly Progress Reports, Cost and Schedule Reports, and PMP. Plan and direct the department’s contract administration function. Manage and oversee the environmental mitigation monitoring function in support of department projects. Coordinate the District’s capital empowerment plan projects and action meetings with District-wide personnel. Represent department, as CPC member, to coordinate project budgetary and funding requirements. Coordinate and oversee project support activities with functional groups outside of the department. Other duties as assigned.

D. Data and Statistical Analysis
Duties may include:
Direct gathering, review, and analysis of large quantities of cost and schedule data. Determine method and format of analysis tables and charts. Determine methods for computing statistics for analysis purposes. Determine methods, formats, and standards for identifying and reporting variances and deviations. Direct review of significant findings; recommend and monitor corrective actions. Plan, review, and direct flow of statistical data to support analysis. Other duties as assigned.

Job Demands

Physical and Mental Requirements:

• Mobility: frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting.


• Lifting: frequently up to 10 pounds; occasionally up to 25 pounds.


• Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.


• Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching.


• Hearing/Talking: frequent hearing and talking, in person and on the phone.


• Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone.


• Environmental: frequent exposure to noise.

Knowledge and Abilities

Required Knowledge of:

• Communication techniques, team building practices, and dispute resolution methods and practices.


• Construction and professional services contract administration practices.


• Construction management practices and construction administration procedures.


• Cost engineering methods and techniques.


• Design and engineering management practices and procedures.


• Document control requirements and processes for storage, archiving, and retrieval.


• Engineering and construction practices and procedures within a public agency environment.


• Methods and techniques of monitoring compliance with environmental impact studies processes.


• File management methods, systems, and techniques.


• Information and database software systems.


• Performance measurement methods and techniques.


• Planning, managerial, and supervisory techniques.


• Project control and project management tools, processes, procedures, methods, and techniques as applied to engineering and construction projects.


• Project development processes.


• Project scheduling systems and software.


• Public agency recruitment practices, rules, and procedures.


• Procurement and contracting rules and their application within a public agency environment.


• Standard engineering- and construction-business systems.


• Statistical analysis techniques.

• Ensure proper levels of controls are established for effective project management.


• Identify and review cost and schedule trends; recommend corrective actions to mitigate trends.


• Plan and develop appropriate budget levels to ensure adequate resource requirements.


• Continuously improve project control methods and procedures to ensure adequate levels of coverage.


• Conduct regular reviews of work processes to determine appropriate levels of project control resources commensurate to the specific project's needs.


• Define SAP parameters for the Project Systems module to support project informational needs.


• Review and ensure that cost and schedule trends are identified and addressed on a timely basis; re-sequence work activities to develop recovery plans to mitigate critical delays.


• Ensure that project control data are updated, accurate and reported on a timely basis.


• Regularly review performance of project control services consultants and contractors for conformance to contract requirements.


• Work with difficult contractors in resolving claims and contract change issues.


• Assist the project manager in resolving unexpected conditions.


• Solve and respond to unexpected business and administrative issues on a timely basis.


• Communicate and follow-up on project issues with the appropriate key personnel in a timely manner.


• Coordinate with various support groups for their commitments to provide functional support to projects.

• Common word processing software.


• Common spreadsheet software.


• Common database applications.


• ERMS software concepts.


• Accounting or operations software functionality.


• Email, contact management, and scheduling software.


• Project management 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:

Required Prior Experience:
Five years of experience in project control management of large-scale design and construction projects and capital project planning, preferably in transit-related systems, including two years of supervisory experience.

Required Prior Education:
A Bachelor’s Degree in Engineering, Construction Management, Business, or closely related field.