Project Manager

Job Title: Project Manager

Department: Public Works

Reports To: Public Works Director

Job Type: Regular Full-Time

Location: Airway Heights, Washington

Salary Range: $6,839 - $7,702 Monthly

Benefits: See Description Below

FLSA Status: Exempt Position

JOB SUMMARY:

The Project Manager position is responsible for the management of projects related to building and maintaining city infrastructure. This includes participating in the development of the city’s Capital Improvement Program (CIP) and effective planning and implementation of all manner of projects related to the built environment. The Project Manager is responsible for managing all phases and elements of assigned projects, ensuring completion within authorized project budgets and schedules and conforming to project scope and permit conditions.

LEVEL OF AUTHORITY:

Manages responsibilities independently with only general direction while following applicable city policies, governing laws, and generally accepted planning and construction procedures and practices.

ESSENTIAL FUNCTIONS:

• Plans, directs, organizes, and controls construction projects including project budgets and timelines. Assesses risks associated with each project.
• Along with peers and supervisor, manages the city’s CIP program.
• Responsible for the delivery of projects from initial concept through close out, including budgeting planning, contract negotiation, permitting, and construction. Ensures completed project meets deliverable objectives.
• Defines and programs project elements and scope, develops bid documents, and provides direct project management oversight by working with consultants, staff, tenants, and other project stakeholders.
• Develops and maintains relationships with contractors to assist with project activities, as appropriate, and ensures the contractor adherence to safety programs and insurance requirements.
• Monitors project control activities including contract administration, construction schedule, project cost, construction document interpretations, project submittals and RFIs. Monitors project budgets, prepares cost projections, and as required, provides periodic status reports.
• Reviews and approves of contractor and consultant payment applications, change orders, and requests for substitution.
• Monitors project costs to ensure they are within the authorized budgets and delegated authorities.
• Manages construction activities as they impact stakeholders and facility operations to ensure continuity of operations during construction.
• Researches and provides documentation as needed for project from permit files and other resources.
• Provides public notice of the project including open houses, community meetings, interviews, legal and environmental notices, interacts with work groups, and provides notices regarding relocates of private and franchise infrastructure.
• Negotiates and reviews proposals submitted by consultants/contractors and recommends awards.
• Reviews consultant work products to ensure deliverables meet project scope requirements and as requested, summarizes and transmits to the management team.
• Coordinates all permitting and environmental reviews associated with each project.
• Prepares and presents reports, resolutions, or other legal documents, as required, at public meetings and answers questions from public and Council.
• Prepares schedules, cash flow projections, project status reports/performance indicators, and costs estimates, as required.
• Keeps project databases, payment systems, and project files up-to-date.
• Supports initiatives designed to decrease life cycle costs but increase product quality.
• Proactively partners with the development community and other key stakeholders to create mutually beneficial results on all city development.
• Provides technical assistance to the Contracts Administrator in obtaining and administering grant awards for assigned projects.
• Responds to project general inquiries including those from other departments, tenants, consultants, project stakeholders and government partners and regulators.
• Represents the city at various community boards and advisory groups, as assigned.
• Assists in the administration of LID projects through establishment of boundaries, estimating costs, and preparation of preliminary assessment roll. Facilitates meetings with property owners to ensure their awareness and understanding of projects. Responsible for LID contract administration throughout construction.
• Manages Public Works Contracts for compliance with state and federal funding requirements.
• Oversees contractors and sub-contractors in meeting project documentation requirements to maintain complete and accurate files.
• Provides clarification with respect to rules and regulations governing such contracts.
• Frequently interacts with outside agencies including the Department of Labor & Industries, Department of Transportation, Employment Security, and Department of Revenue.
• Interfaces with auditors from multiple State agencies during project audits. Maintains project archives in compliance with State laws.
• Serves as the financial liaison with the Finance Department. Assists in developing, monitoring, and reporting the financial status of departments operation and capital budgets. Sets up and maintains the Departmental Project Accounting files.
• Processes contractor pay estimates. Ensures prompt payment of approved invoices.
• Processes state, federal or other grant source requests for reimbursement to the City.
• Reconciles contract and consultant budgets. Compiles monthly/yearly reports.
• Acts as department's public records request lead and primary custodian of the department's records.
• Logs, records, and files documents, forms, correspondence, etc. according to established filing system. Ensures proper file documentation for all projects. Maintains documentation for audit review.
• Acts as the lead in the management and maintenance of departments webpage.

OTHER JOB DUTIES:

Perform other duties, responsibilities, and special projects as assigned.

WORKING CONDITIONS:

Work is performed primarily indoors with some outdoor work required when construction is ongoing. The incumbent will be in contact with magnetic surfaces and be required to carry a communication device, usually a cellular phone or radio. The incumbent may be required to wear protective equipment in certain situations. This position requires repetitive computer usage. Work requires exposure to ambient sound and emissions from office equipment. This position is often working on city facilities and/or roadways, exposed to traffic hazards, sometimes at night or in inclement weather. Typically, the noise and odor levels in the work environment are moderate. While performing the duties of this job, the employee may be required to travel to attend meetings and conferences via auto, train or air travel.

KNOWLEDGE, SKILLS, ABILITIES, & OTHER CHARACTERISTICS:

1. Must have a combination of education and experience that provides the required knowledge, skills and abilities equivalent to ten years work as a project manager or related field will be considered. Bachelor of Science degree in related field is strongly desired.
2. Minimum of eight years’ experience managing multiple projects including transportation and utilities development. Experience must demonstrate skills in leadership, independent project management, and management of multi-discipline engineering teams and consultants. Preferred experience includes work in the city and/or county in a public sector setting.
3. Skilled in analyzing a situation, assessing alternative solutions and recommending an effective course of action.
4. Knowledgeable of project planning, design management, cost estimating, bid specifications, competitive bidding, contract management and construction supervision.
5. Familiar with applicable laws, codes and permit requirements that govern projects.
6. Ability to read, analyze, comprehend, interpret, and summarize scientific, engineering, construction, economic, and legal documents and materials.
7. Ability to establish workload priorities and balance diverse projects and to have flexibility and ability to change priorities if and when appropriate.
8. Highly motivated and able to work independently, yet also have the ability to coordinate, manage, and lead multi-discipline project teams.
9. Ability to establish and maintain effective working relationships with consultants, contractors, associates, visitors, customers, tenants, government representatives, vendors, property owners, and the general public.
10. Must possess excellent leadership and customer service skills and the ability to act as an ambassador to the community.
11. Must be an excellent communicator orally and in writing.
12. Organized, efficient, creative, and capable of implementing multiple tasks simultaneously.
13. Demonstrated proficiency with office equipment and computer programs including Microsoft products (Word, Excel, & Outlook), and other applications.
14. Must have or be able to obtain a valid driver’s license.

PHYSICAL REQUIREMENTS:

In the commission of this job the incumbent must have the physical ability to perform all essential job functions including:

1. Ability to hear, speak, and understand the spoken English word.
2. Ability to read and understand directions in English.
3. Ability to sit at and use a computer workstation.
4. Ability to stand, work, and drive throughout the day.
5. Ability to see and adjust focus at close distances.
6. Ability and dexterity to operate a computer keyboard and a numeric keypad by touch.
7. Ability to travel to other cities and states via auto, train or air travel.
8. Occasional ability to lift, carry and put away parcels weighing up to 25 pounds.

OTHER:

1. This job description reflects general details necessary to describe the job’s essential functions and level of knowledge and skill typically required. The job description should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, such as working in other areas to cover absences or relief, or to otherwise balance the workload.

BENEFITS:

• Medical, dental, vision, and Aflac
• Retirement through the Department of Retirement Systems
• HRA VEBA account
• Group Life Insurance
• PTO including vacation, sick time, paid holidays, and personal holidays.