Class Code: OA 214
FLSA Status: Exempt

Special Projects Manager

Bargaining Unit: Management

DEFINITION:

Under general direction of the Chief Financial Officer, the Special Projects Manager plans, organizes, directs, manages, evaluates, and implements special projects through the entire project life cycle; administers professional service contracts;  ensures compliance with applicable federal, state, and local laws and regulations; works closely with internal and external stakeholders to coordinate timely and seamless service delivery of projects, activities, assignments; performs other duties as assigned. 

DISTINGUISHING CHARACTERISTICS:

This is a “working” manager classification responsible for managing and implementing special projects by establishing project goals in accordance with Santa Cruz METRO goals, recommending changes to policies and procedures, and coordinating assigned projects and activities with other departments and outside agencies,

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 special projects, such as but not limited to, planning assistance for METRO services, assistance with technology projects, records retention and management, and support with labor agreements, from planning through implementation.
  • Develops, implements, evaluates, and monitors special project goals and objectives to achieve assigned priorities; performs project evaluations and assessments, creates and tracks project management Key Performance Indicators as needed, and reports on results.
  • Evaluates special project management activities for compliance with federal, state, and local requirements and with Santa Cruz METRO’s policies and procedures.
  • Serves as a liaison for and coordinates special projects with various stakeholders including but not limited to, multiple departments within Santa Cruz METRO, outside agencies, consultants, and contractors; collaborates with stakeholders to set priorities and allocate resources and staff.
  • Prepares request for proposals for contract services and oversees bid processes; prepares scopes of work, budgets, timelines, and schedules; evaluates proposals and recommends award; administers contracts, supervises the work of contractors, and ensures compliance with contract and Santa Cruz METRO service quality requirements; approves invoices within signature authority.
  • Prepares project budgets and cost estimates; identifies needs and allocates resources; prepares detailed cost estimates with appropriate justifications; monitors and controls expenditures; complies with funding and reporting requirements. 
  • Facilitates and oversees the preparation of special project specifications and deliverables.
  • Develops and implements change order management processes to minimize conflicts and maximize project schedule adherence while preserving amicable working relationships between all stakeholders.
  • Prepares technical and administrative reports, correspondence, and written recommendations, and makes oral presentations to the Santa Cruz METRO Board of Directors, management, governmental officials, and other organizations or groups as needed. 
  • Directs, trains, oversees, and motivates the work of technical and clerical staff on assigned projects.
  • Maintains and directs the maintenance of working and official project files.
  • Monitors changes in laws, regulations, trends, and technology that may affect assigned projects; identifies, recommends, and oversees the implementation of changes to standard operating procedures and/or Santa Cruz METRO policies.
  • Drives a Santa Cruz METRO vehicle to perform assignments.
  • Performs other duties as assigned. 

EMPLOYMENT STANDARDS:

Knowledge of:

  • Principles and practices of project management include developing scopes of work, schedules, budgets, and timelines, preparing bid documents, negotiating price, terms, and conditions, administering contracts, and overseeing contract services. 
  • Principles and techniques of managing joint agency projects, evaluating alternatives, making sound recommendations, and preparing and presenting effective and technical reports.
  • Principles and practices of transit bus and operations. 
  • Federal, state, and local laws and regulations and Santa Cruz METRO policies and procedures applicable to project management.
  • Techniques for effectively representing Santa Cruz METRO in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
  • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Santa Cruz METRO staff.
  • The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar. 
  • Intermediate mathematics including addition, subtraction, multiplication, division, percentages, and basic statistics. 
  • The effective use of modern office equipment, personal computers, and standard business software.

Ability to:

  • Recommend and implement goals, objectives, and practices for providing effective and efficient project management.
  • Manage multiple and/or joint agency projects in coordination with internal and external stakeholders. 
  • Develop and implement work plans, negotiate price, terms, and conditions, administer contracts, and effectively manage projects, project teams, and consultants/contractors.
  • Gather, analyze, and compile data and prepare project scopes of work, schedules, budgets, timelines, and bid documents.
  • Identify problems, research, and analyze relevant information, and develop and present recommendations and justification for solutions. 
  • Prepare administrative and complex technical reports, formal correspondence, written recommendations, and oral presentations. 
  • Interpret, apply, explain, and ensure compliance with applicable federal, state, and local laws and regulations and Santa Cruz METRO policies and procedures related to project management. 
  • Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
  • Perform mathematical calculations quickly and accurately. 
  • Communicate clearly and concisely, both orally and in writing.
  • Establish and maintain effective working relationships with employees, union representatives, Board members, neighbors, property owners, elected and appointed officials, vendors, contractors, consultants, media representatives, other public agencies, members of the public, and other project stakeholders.

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 and four (4) years of project management experience in the public or private sector, including managing contracts and project schedules and budgets.

LICENSES AND CERTIFICATES:

A valid Class C driver’s 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:02-23-2024

*BOD Approved: 02-23-2024

*Revised:00-00-00

*Job Family: Professional- Project Management

Class Code: OA 214

FLSA Status: Exempt

Bargaining Unit: Management