Project Manager

The City seeks a candidate with a proven track record in managing all facets of the City’s Capital Improvement Projects (CIP) and land development operations; managing various and complex project activities including planning, design, bidding, and construction; coordinating CIP project activities with other City departments and outside agencies; ensures project construction outcomes meet City project specifications and work quality expectations; provides complex and responsible support to management in areas of expertise; and performs related duties, as assigned.

There currently exists one vacancy to be filled by this recruitment. The position will be assigned to the Engineering Department. 

SUPERVISION EXERCISED

Receives general direction from the assigned department head. Exercises direct and general supervision over assigned professional and technical staff.

EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES

Manages the design, planning, bidding, construction, and field inspection processes for CIP construction and land development projects to ensure contractors’ and developers’ compliance with City standards; attends pre-construction meetings; explains construction inspection program to affected contractors and other parties and determines appropriate action on issues of non-compliance; investigates and confers with the City’s engineering, building, public works and parks planning staff on design problems in plans and in the field; confers with representatives of utility companies, developers, and public agencies regarding construction plans and issues.

Defines the objectives and scope of assigned projects in collaboration with other City staff and stakeholders; identifies resources required such as labor, materials, equipment, and budgets; develops project timelines and milestone schedules; identifies and pursues funding sources including grant funding; acquires buy-in from stakeholders and benefactors for each program/ project plan; and identifies appropriate and effective metrics to measure project progress and success.

Participates in the administrative development of Requests for Proposal (RFPs), bidding documents, quotes, estimates, and Requests for Qualifications (RFQs), including the development of the project’s technical specifications for inclusion in RFPs/RFQs and bidding documents; assists in the review and evaluation of proposals and provides input to project award ensuring that selected consultants and contractors are qualified to perform the work; administers contracts and professional service agreements following awards for assigned projects.

Executes assigned projects pursuant to contract provisions, project workplan, and timeline ensuring conformance with all applicable policies and laws; assumes responsibility for monitoring project progress to ensure milestones are met as contractually agreed upon; adjusts workplan when necessary and appropriate in order to ensure a successful outcome; and reviews the work of consultants, contractors, and staff on a regular basis to ensure proper service levels and that the work product meets stated project standards.

Prepares a variety of written correspondence, reports, policies, procedures, requests for proposals, agreements, and other written materials; prepares and presents oral and written project status reports to City Council and other City boards and commissions.

Develops forms, templates, and record-keeping systems to document project activities and to ensure that all information and documentation is retained and tracked appropriately.

Manages and administers all project budgets and funds according to established accounting policies and procedures; prepares financial reports and supporting documentation for benefactors and stakeholders as established in project scope documents; keeps project stakeholders abreast of project progress through ad-hoc updates and scheduled status reports.

Devises mechanisms and metrics to measure project performance using appropriate tools and best practice techniques; escalates issues to City management when necessary; manages the relationships between benefactors, stakeholders, and administration; monitors project risk factors to identify and mitigate the City’s risk exposure.

Coordinates program/project activities with other City divisions, departments, and functions, such as, finance, administration, engineering, building inspection, planning, public works, and development; coordinates specific project areas, including assisting in the development and monitoring of professional service agreements and contracts.

Provides project management and participates in the development and implementation of short- range and long-range plans, bidding and procurement, and priority projects for the City in the areas of responsibility; assists in the development and implementation of policies, procedures, codes, ordinances, and other administrative management needs; issues all appropriate legal paperwork, such as contracts and terms of agreements, and statutory filings.

Performs economic and financial studies to measure project feasibility; conduct studies to analyze data and identify trends; prepares grant applications, permit applications, RFPs, contractual agreements, public notices, and other project documentation; creates, edits and issues all project communications, including but not limited to, project meetings, reports, status updates and presentations to the project team, legislative bodies, and other stakeholders.

Manages assigned grants, project budgets, scope, schedule, and risk to ensure project deliverable, milestones, and completion of required tasks.

As directed, supports various city staff on City Council, Planning Commission, and other committee or community meetings by attending, preparing reports, and presenting at such public meetings.

JOB RELATED AND ESSENTIAL QUALIFICATIONS

 

Knowledge of:

Principles and practices of employee supervision, including work planning, assignment review and evaluation, discipline, and the training of staff in work procedures.

Principles and practices of leadership. 

Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.

Principles and practices of civil engineering as applied to the planning, design, cost estimating, construction, installation, and inspection of a wide variety of civil infrastructure systems and facilities.

Principles, methods, and theory for effectively managing large, complex capital improvement projects.

Familiarity with risk management, quality assurance, and control of processes relative to managing and delivering capital improvement projects.

Principles and practices of project budget development, administration, and accountability. 

Practices of researching engineering and design issues, evaluating alternatives, making sound recommendations, and preparing and presenting effective staff reports. 

Recent and on-going developments, current literature, and sources of information related to the operations of the assigned functional area.

Principles and practices of effective marketing and public relations and techniques and methods for conducting effective fund-raising campaigns.

Best practices for measuring the progress and success of capital improvement projects.

Public administration practices, policies, and procedures relative to Capital Improvement Plan (CIP) forecasting and project planning.

Community resources relevant to the areas of responsibility including private sector and not-for-profit organizations.

Grant writing and administration, legislative analysis and performance monitoring and reporting.

Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.

City mandated safety rules, regulations, and protocols.

Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar. 

 

Skills to:

Multi-task and effectively manage time.

Oversee assigned operational functions and processes in a matrix organization structure.

Operate modern office equipment including computer and applicable software applications such as word processing, spreadsheets, and databases.

Operate a motor vehicle safely.

 

Ability to:

Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner.

Assist in developing and implementing goals, objectives, practices, policies, procedures, and work standards.

Provide administrative, management, and professional leadership for staff.

Evaluate, assess, and prioritize projects based on long- and short-term goals and objectives.

Initiate and prepare plans and proposals for project development; participate in coordinating planning and project implementation activities with related agencies and individuals.

Analyze, solve, and negotiate successful solutions to problems involving multiple interests of a development team, the City, landowners, and the community.

Analyze economic, financial, sociologic, and legal information and interpret the applicability of data to assigned areas of responsibility; develop and deliver recommendations accordingly.

Serve as a liaison between various public agencies and the City; provide community engagement and public outreach.

Plan, lead, organize, and control one or more projects; prepare and interpret flowcharts, schedules, and action plans.

Prepare and present clear, concise, and logical written and oral reports, correspondence, policies, procedures, project specifications, legal descriptions, and other written materials.

Convey technical ideas and information in a clear and concise manner.

Establish and maintain a variety of filing, record-keeping, and tracking systems.

Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.

Effectively represent the department and the City in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals.

Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.

Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.

Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.

Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.

Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

 

MINIMUM QUALIFICATIONS

Experience:

Five (5) years of increasingly responsible experience in the administration of construction or capital improvement projects including at least two (2) years of experience working with complex capital improvement projects in a public sector or similar environment.

Training:

Bachelor’s degree from an accredited college or university with major coursework in civil engineering, construction management, architecture, urban planning, or a related field.

License or Certificate:

Possession of an appropriate, valid driver's license and insurability at regular rates for the City’s automobile insurance.

Possession of Project Management Institute Certificate(s) is desirable. 

Special Requirements:

Essential duties require the following physical skills and work environment:

Ability to work in a standard office and field environment with some ability to sit, stand, walk, kneel, stoop, crawl, twist, and climb; exposure to outdoors; ability to travel to different sites and locations.