Class Code: OA118
FLSA Status: Exempt

Project Manager

Bargaining Unit: Management

DEFINITION:

Under general direction of the Chief Financial Officer (CFO), the Project Manager plans, administers, organizes, directs, develops, monitors, evaluates, and coordinates the actions, activities, and contracts necessary for Santa Cruz METRO projects;  ensures compliance with applicable Federal, State, and local laws and regulations; performs complex project management activities; works closely with internal and external stakeholders to coordinate timely and seamless service delivery of projects; performs other duties as assigned. 

DISTINGUISHING CHARACTERISTICS:

Receives general direction from the CFO.  Exercises general supervision over technical and administrative agency staff as assigned. This is a “working” manager classification.  This classification is distinguished from support staff as the incumbent is responsible for project management, including establishing project goals, analyzing problems, and recommending policy.

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

The duties listed below represent the various types of work that may be performed.  The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

  • Directs, manages, and coordinates all phases of project management by leading the planning and implementation of projects, analyzing, implementing, and monitoring goals and objectives to achieve assigned priorities, performing project evaluations and assessments, and reporting out results.
  • Provides planning, support, training, and oversight of project management process, contract management, vendor performance, and records retention for user departments. 
  • Facilitates and oversees the preparation of project specifications; works with subject matter experts and stakeholders to gather requirements and develop project tasks, deliverables, timelines, cost estimates, scope of work, resource allocation, and acquisition.
  • Negotiates, prepares, and makes recommendations regarding change orders; implements project changes to achieve project goals and outputs.
  • Creates and reviews Santa Cruz METRO project management policies and procedures to ensure changes are made in compliance with Federal, State, and local laws and regulations.   
  • Evaluates all project management activities for compliance with Federal, State, and local requirements and with Santa Cruz METRO’s policies and procedures; creates and tracks project management Key Performance Indicators. 
  • Assists in the Disadvantaged Business Enterprise (DBE) Program to help with compliance with project management rules and regulations.
  • Serves as project manager on special projects that involve personnel from multiple departments within Santa Cruz METRO, as well as outside consultants and contractors; coordinates assigned work with that of other Santa Cruz METRO departments to set priorities and allocate resources and staff.
  • Creates, maintains, and executes a comprehensive Project Management Plan for each special project, relative to size and scope, including, but not limited to overall project objectives, schedule, roles and responsibilities, budget control, document control, and closeout procedures.
  • Develops contract documents to secure design and engineering services for construction projects and obtain Right of Way acquisition and relocation services.  
  • Oversees the relocation of existing occupants of property necessary to be acquired for implementation of a project.  
  • Develops progress reports and reporting procedures that are routine within the construction industry and are meaningful measures of performance of the contractors carrying out the project; reports on project progress to all stakeholders.
  • Participates in the evaluation of bids and recommends contract awards for actions necessary to implement the project.  
  • Prepares technical and administrative reports, correspondence, written recommendations, and makes oral presentations to the Santa Cruz METRO Board of Directors, management, governmental officials, and other organizations or groups as needed. 
  • Ensures that the project management database and software are up-to-date.
  • Manages, trains, supervises, motivates, and evaluates the work of technical and clerical staff as assigned.
  • Performs other duties as assigned. 

EMPLOYMENT STANDARDS:

Knowledge of:

  • Principles and practices of public agency project management. 
  • Principles and practices of project management related to professional services, materials, supplies, equipment, transit revenue vehicles, and construction.
  • Principles and practices of negotiated and qualification-based project management; joint agency project management; RFP/solicitation document requirements; scope of work/technical specification preparation, and terms and conditions. 
  • Disadvantaged Business Enterprise (DBE) Program requirements.
  • Federal, State, and local laws and regulations and District policies and procedures applicable to local government project management.
  • Thorough knowledge of regulations regarding development and construction of facilities.
  • Working knowledge of the zoning and building codes of the City of Santa Cruz.
  • Knowledge of construction management practices.
  • Excellent project management, public relations, and written and oral communication skills.
  • Common office software systems at the advanced level. 

Ability to:

  • Recommend and implement goals, objectives, and practices for providing effective and efficient services.
  • Oversee and/or conduct project management processes.
  • Plan, organize and direct the functions of project management staff as assigned. 
  • Prepare administrative and complex technical reports, formal correspondence, written recommendations, oral presentations, and use computers and software programs. 
  • Prepare project management budgets and projections of expenditure for capital budgets and proposed contracts by project, which must comply with local, state and federal requirements to maintain funding eligibility
  • Direct, organize, and evaluate projects and the performance of assigned staff. 
  • Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local laws and regulations and District policies and procedures related to the project management process. 
  • Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
  • Communicate clearly and concisely, both orally and in writing.
  • Establish and maintain effective working relationships with employees, union representatives, Board members, neighbors, property owners, stakeholders, elected and appointed officials, venders, contractors, consultants, media representatives, other public agencies and members of the public.
  • Prepare a process for managing change orders that is designed to minimize conflicts and maximize project schedule adherence while preserving amicable working relationships between all of the parties

MINIMUM QUALIFICATIONS:

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

Education, Training and Experience:

Bachelor’s degree from an accredited college in business, finance, public administration, mathematics, or a closely related field, as well as completion of the Project Management Professional (PMP) Certification, or the ability to complete the series within 3 years of hire.

AND

Four (4) years professional experience in public or private sector general project management, managing contracts, schedules and funding in a public or private setting, including two (2) years supervisory experience, preferably in a public agency.  

LICENSES AND CERTIFICATES:

A valid Class C driver license and safe driving record is required at the time of application.  A valid Class C State driver license is required at the time of appointment and must be maintained throughout employment.

Desired certifications include Project Management Professional (PMP) Certification

SPECIAL REQUIREMENTS:

  • Must be able to work extended hours as needed, often outside regular business hours as required by the CEO and the demands of the job.
  • Must maintain strictest confidentiality. 
  • Must participate in professional development activities. 
  • Requires occasional travel.

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands 

While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to finger, manipulate, handle, feel or operate objects, tools or controls; reach with hands and arms; and perform repetitive movements of hands or wrists. The employee is regularly required to bend and twist at the neck, reach with hands and arms.  Occasional standing, walking, overhead reaching and lifting up to 20 pounds unaided is required.   Specific visual abilities required for this job include close vision, distance vision, and the ability to adjust focus.  

Mental Demands 

While performing the duties of this job, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work.

 Work Environment: 

The employee may work in an office, shop, construction site, or bus yard environment where the noise level may be loud.  May require availability to work a flexible schedule.

OTHER CONDITIONS OF EMPLOYMENT:

  • Must pass requisite background check.

*Adopted: 11-15-19

*BOD Approved: 11-15-19

*Revised: 00-00-00

*Job Family: Professional –Project Management