Job Abstract

POSITION OVERVIEW
The Project Manager in the General Services Department will primarily work on facility-related capital and repair projects in the Facility and Fleet Division. The position may work on information-technology related projects from time to time.

The ideal candidate will have experience in managing complex projects and teams, will have a solid understanding of the principles of project management, the ability to quickly evaluate competing priorities, and has solid writing skills and exemplary customer service. Experience and understanding relevant law including the Public Contract Code, California Uniform Public Construction Cost Accounting Act, Americans with Disabilities Act, and typical federal and state grant funding requirements is desirable.

DEPARTMENT OVERVIEW
General Services is the newest department at the City of Goleta. It oversees facilities management, fleet management, real estate services, purchasing, information & communications technology, and other general service programs and activities. The goal of the new department is to protect City assets and ensure city departments have the special resources and equipment needed to carry out their primary mission. The department was created by the City Council in July 2021 following an organizational study and needs analysis. For more information about the General Services Department, click here.

DEFINITION
Under general supervision, the Project Manager plans, coordinates, and implements project management for a variety of complex projects within assigned areas, primarily in design and construction of right-of-way and vertical construction projects, while interacting with other City departments, outside agencies, businesses, contractors, and the public; administers outside funding sources; prepares technical reports and reviews project plans and specifications.

CLASS CHARACTERISTICS
Positions in this class are characterized by their ability to perform varied technical and professional project management duties in the office or field. Incumbents may exercise independent judgment, possess the level of knowledge required to perform a wide variety of engineering and project management support work, and perform duties in the absence of direct supervision.

The following duties are typical for positions in this classification. Incumbents may not perform all listed job functions, nor are all listed duties necessarily performed by everyone in this class depending upon business need and changing business practices:

1. Leads project delivery process by overseeing all project phases from project initiation through warranty closeout; manages project budgets and schedules, selects, and manages design professionals.
2. Oversees project staff, contractors, and consultants; manages consultant and contractor selection process, negotiates fees, and recommends the approval of contracts; evaluates contractor performance and recommends changes to quantity and quality of service provided.
3. Leads multi-agency interdisciplinary project teams; identifies timelines, funding sources and availability, project deliverables, resource allocation project phases, etc.
4. Leads public engagement meetings of relevant stakeholders and prepares project status reports.
5. Identifies project risks; designs strategies to manage and mitigate risk.
6. Researches, compiles, and analyzes data and written materials, and prepares technical and administrative reports.
7. Prepares reports and cost control analyses; analyzes claims and recommends approval of consultant/contract payments.
8. Initiates the preparation of and presents feasibility studies, environmental studies, complex cost estimates, schedules and programs for the development or alteration of buildings, structures, and related infrastructure.
9. Prepares requests for proposals and contracts for professional services (e.g., right-of-way and vertical construction).
10. Administers contracts for professional services (such as contracts for the design and construction of public improvements).
11. Reviews project plans, maps, specifications, estimates and contract documents.
12. Confers with developers, contractors and engineers on matters related to capital and other construction projects.
13. Develops, monitors and updates project schedules.
14. Coordinates, monitors, and administers outside funding sources, including but not limited to Federal, State, and local funding for transportation projects.
15. Prepares and monitors project or program budgets.
16. When assigned to planning and overseeing IT projects to completion: Identifies scope and objectives; identifies deliverables and establishes schedules and timelines; identifies project resources and skill level of necessary resources; assigns work to the project team; monitors budget constraints and client satisfaction levels; and verify that system documentation is complete and that testing is successful before approvals for live implementation are made.
17. When assigned to IT projects: Convenes with stakeholders and clients to establish goals, priorities, and major work schedules for information technology projects and the status of projects including timelines, schedules, and resources.

EDUCATION, EXPERIENCE, & TRAINING

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

Education:

• Equivalent to a Bachelor’s degree from an accredited college or university with major course work in civil engineering, construction management, public administration or a related field

Experience:

• A minimum of three years of experience of significant professional project management.

KNOWLEDGE & ABILITIES

Knowledge of:

• Concepts and techniques contained in the Project Management Body of Knowledge (PMBOK).
• Pertinent Federal, State and Local laws, codes, and regulations.
• Basic principles and practices of project management.
• Methods, material, and techniques used in the design and construction of public works or capital improvement projects.
• Principles of budget preparation and administration and capital project financing, particularly in a public agency.
• Preparation of grant reimbursement requests, particularly state and regional transportation funding procedures.
• CEQA and NEPA regulatory permitting processes associated with the design and construction of public works projects.
• Computer use, including word processing, database management, spreadsheets, graphics, GIS, and computer aided drafting.
• Principles of cost estimating and contract administration.
• Principles and practices of technical project management and an information technology department.

Ability to:

• Review plans, specifications, agreements, and contracts accurately.

• Understand and interpret construction plans, specifications, and other contract documents.

• Conduct comprehensive research and prepare reports with appropriate recommendations.

• Ensure project compliance with Federal, State, and local rules, laws, and regulations.

• Prepare and monitor project budgets.

• Communicate effectively both verbally and in writing; understand and carry out verbal and written instructions.

• Operate and utilize computers; type and input data into computer terminal utilizing programs for word processing, data base management, spreadsheets, graphics, computer aided drafting and GIS applications.

• Operate a vehicle observing legal and defensive driving practices

• Establish and maintain effective relationships with City officials, employees, regulatory agencies, businesses, contractors, and the public.

• ·Possession of a valid Class “C” California driver’s license with a satisfactory driving record.

PHYSICAL AND MENTAL DEMANDS/WORKING CONDITIONS
The physical and mental demands herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential job functions.

• Mental function: Includes reading, writing, mathematical computations, operating a computer, problem solving, managing multiple projects, calmly handling complaints and problems from irate citizens or contractors, decision making under stressful conditions, and executing assignments within established deadlines.
• Productivity: Incumbents must perform work in an efficient, effective and timely manner with minimal direction.
• Mobility: Incumbents must be able to stand, sit, walk, climb or balance, stoop, kneel, crouch, and crawl. Hand-eye coordination is necessary to operate computers, and various types of office equipment. Incumbents may be required to perform light lifting and carrying.
• Vision: Vision sufficient to read small print, computer screens, and printed documents, and to operate assigned equipment.
• Hearing: Incumbents are required to hear in the normal audio range with or without correction.
• Environment: Ability to be exposed to inclement weather and conditions including cold, heat, noise, outdoors, vibrations, chemicals, mechanical and electrical hazards.
• Other factors: Incumbents may be required to work extended hours including evenings and weekends. Incumbents may be required to travel outside City boundaries to attend meetings.