Job & Business Opportunities

Job Summary

This classification is primarily responsible for performing many of the tasks in the following areas: Project Oversight and Management, Department Administration, and Consultant Oversight and Staff Training. This is the advanced journey, highly specialized and/or lead level within this series, responsible for the most complex assignments. Some positions may perform full supervisory duties but do not do so for a preponderance of time. Work mainly involves the gathering and interpretation of data dealing with complex problems and unexpected situations, including making recommendations.

Supervision

Supervision Received: This class works under direction, wherein the employee receives general instructions regarding the scope and approach to projects or assignments, but procedures and techniques are left to the discretion of the employee.

Supervision Exercised: This class may provide direct and/or indirect supervision to lower level personnel; however, this supervisory responsibility is not the primary purpose of the class.

Distinguishing Characteristics

N/A

Essential Functions

A. Project Oversight and Management
Duties may include:
Support ESD project managers with administrative and project controls services. Interface with District project management staff, contractors, and project control consultants. Develop or assist in the preparation of various program management plans and scopes of work. Develop or assist in the preparation of various project action plans and capital improvement project meeting agendas. Attend project progress meetings to report on schedule and cost progress. Report project cost and schedule status to management. Assist in the preparation of resource plans to ensure projects are adequately funded and staffed. Coordinate project and cost reporting requirements with the finance department. Monitor, control, and report budgets and budget performance for capital projects. Monitor actual costs for project activities and ensure correct charges and cost allowability. Provide regular project status reports of the District's capital program and projects to executive and management staff. Provide budget and cost data coordination. Resolve budget issues with project managers and ESD management. Analyze cost variances and recommend corrective actions for capital projects. Produce monthly and quarterly reports of various types. Review project scope change and change order requests for proper justification, schedule impacts, and adequate budget and funding. Review contractor, vendor, and consultant invoices for allowability and proper charge numbers for capital projects. Prepare or assist project managers in the development of detailed capital project estimates. Coordinate and assist in the completion of cost estimates. Ensure all project tasks are identified and resource needs properly estimated on capital projects. Maintain records for the development of cost factors used in the estimating process. Develop, implement, and enforce the work breakdown structures and charge numbers within projects. Establish baseline schedules with milestones to measure cost and project progress. Allocate budgets to applicable project tasks levels. Prepare or assist project managers in the development and implementation of project baseline budgets and schedules. Support project managers with the development, review, implementation, and maintenance of capital project progress schedules. Integrate project schedules with Division and District planning goals. Monitor and report schedule activity performance against plans defined by the baseline. Assist in the preparation, review, and editing of bid documents during development. Set-up project Work Breakdown Structures (WBS). Allocate budgets at appropriate WBS levels for project tasks. Open and close project charge numbers. Assist Information System Department during integrated testing of SAP when upgrading the software. Interface with other departments and divisions to resolve software issues. Other duties as assigned.

B. Financial and Related Reporting
Duties may include:
Prepare or assist project managers in the preparation of the Annual Capital Project Budget Request. Prepare or assist project managers in obtaining supplemental project budgets as required. Review and concur budget transfers with project managers, ESD management, and Grants Department. Monitor, control, and report project funding status to project management staff and ESD management. Coordinate with the Finance and Grant Department to resolve budget and funding Requirements and issues. Prepare financial impact section on issue papers for the Engineering and Construction Division projects. Other duties as assigned.

C. Consultant Oversight and Staff Training
Duties may include:
Participate in the evaluation and selection of project control consultants. Provide informal training for coworkers on project control activities and requirements. Provide informal training of coworkers on project control system (SAP) requirements. Prepare and conduct workshops for engineering staff on project controls subjects as required. 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:

• Developing and implementing project cost and schedule reporting systems.


• Business administration and finance as applied to capital projects, especially construction.


• Capital funding allocation processes by the Grants department.


• Capital funding development, including Federal, State, and local agency funding application requirements.


• Cost accounting principles and charging practices.


• Current/local costs for estimating labor, materials, and equipment.


• Data warehouse access methods and production of database reports.


• Engineering design, construction, contract administration, and construction management.


• Enterprise Resource Planning (ERP) software, SAP's project system and related modules.


• Federal acquisition regulations and cost accounting standards.


• Federal, State, and local transit funding sources.


• Government inflation indices and cost factors for cost estimating.


• Information processing system and application software.


• Project cost estimate development and proper justification.


• Project management and control principles and systems.


• Project metrics to develop cost and resource loaded baseline schedules.


• Project scheduling practices and principles based on WBS.


• Standard project reports to monitor schedule progress, expenditures, variances, and exceptions.


• Project life cycle of conceptualization, planning, execution, and termination.


• Training techniques and approaches.


• Various cost engineering methods to determine the best alternative.

Interface and educate project management staff in the use of project control principles and its application to projects.

• Timely coordination of project estimates with project management staff and ESD management to meet deadlines.


• Resolve budget differences between Finance/Grants/Accounting and program control data.


• Understand grants project budget allocation and budget release processes.


• Educate project management staff and District management in the use of applicable project control reports.


• Ensure that applicable project control reports in the system (SAP) are accurate.


• Coordinate with Grants Department to ensure that funding and budget transfers are done in a timely manner.


• Coordinate with Accounting and to ensure that "actual costs" corrections are done in a timely manner.


• Coordinate with Contracts personnel in the creation of purchase requisitions, purchase orders, and corrections thereof.


• Coordinate between staff participating in the development of project cost estimates.


• Ensure that proper Work Breakdown Structure codes are used consistently in all systems, including documentations.


• Establish project cost and schedule baselines; monitor and track status against the baselines.


• Develop project management reports for the Engineering Division capital projects.


• Prepare cost impacts for issue papers in a timely manner.


• Learn District business practices and procedures.


• Learn District construction practices and reporting requirements.


• Learn District’s annual capital project processes from budget submittal to District Board.

• 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:
Four years of experience with project management and control systems, specifically in cost or schedule engineering of design and construction projects, preferably in transit-related systems.

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