1+ months

Senior Project Coordinator-Operations - $60K-$90K - SENIO002027

Sound Transit
Seattle, Washington 98104
  • Job Code
    SENIO002027
  • Payrate
    $60,000 To $90,000 Yearly
  • Job Type
    Employee
  • Job Status
    Full Time

 

GENERAL PURPOSE:  

Under general direction, provides administrative support for the Director and team members; performs advanced professional and technical level tasks in assigned area of responsibility to assist team members in administering the daily provision of modal transit services in the department; coordinates resources, project details, planning activities, communication and coordination of work activities, agendas and notes, and facilitates exchange of information between Agency staff, consultants, transit partners, local jurisdictions, and the public; interprets data and processes and handles sensitive materials; evaluates solutions and develops recommendations for project assignments. 

ESSENTIAL FUNCTIONS:

The following duties are a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Reviews and provides lead support and coordination on project-related documentation, technical memorandum, operating plans, specifications, and other project related materials; and manage specific assigned tasks as directed.

• Leads the development of projects as assigned; ensures the project scope, schedule, and budget is effectively managed; manages project activity and direction; verifies submittals including monthly reporting; monitors schedules; participates in the development of projects, technical documentation; provides coordination support for small projects.

• Provides coordination support for larger projects; coordinates assigned tasks and comments during internal and external meetings; participates in project design, review, and project meetings; meets with partner agencies and operations groups; lead and coordinate technical meetings as assigned.

• Provides support during Operations procurements; coordinates with management and Agency purchasing groups regarding bid process and contract negotiations/requirements for vendor selection; creates procedural checklists; and manages the opening and closing out of contracts.

• Coordinates project elements with a variety of interested parties including Agency staff from various lines of businesses and departments, elected officials, consultants, local/state/federal agencies, and the general public; coordinates and attends project related technical, public, and community meetings; develops meeting materials including agendas, handouts, and meeting summaries as required.

• Coordinates scheduling of staff/consultant participation in project related meetings and public hearings; drafts and coordinates review and approval of project related materials and presentations such as change orders, Phase Gate, CRB, CCB, SOPE, and staff reports to the Agency Board or Committees; responds to requests for information from other agencies and the general public involving various assigned projects; and provides necessary project status, outreach, and communication.

• Responsible for coordinating the collecting and analyzing of data and updating SharePoint or other document control for divisional repository  coordinates Sounder ESMS initiatives updates and tracks performance; maintains and updates internal logs such as the Duty Officer log; logs and tracks all preventative maintenance reports on the vehicle fleet; logs all audits and surveillances of Amtrak and their responses; prepares meeting agendas and minutes involving Sounder Operations; enters requests into Enterprise Asset Management System (EAMS); enters travel requests and prepares expense reimbursements and assists with updating the division dashboard performance metrics database including graphical analysis; prepares slide deck presentations for management.

• Coordinates assigned contracts; drafts, coordinates review and contractor scopes of work; reviews and processes consultant contracts and non-contract invoices for final payment; reviews and/or comments on consultant submitted progress reports and schedules. 

• Monitors modal budgets, forecasts, and schedules; monitors expenditures; collects, prepares, and submits data for Agency required reports; prepares, assists Business Services to prepare annual and interim budget updates.

• Lead in preparing payment of invoices for division. Receives invoice documents from vendors, coordinates with Accounts Payable division, prepares documents for signature routing, tracks invoice data and verifies accuracy, ensures adequate budget in system, creates change orders, enters data into agency enterprise system, and ensures authorization process is monitored and complete. 

• Performs technical analysis of various types of data in support of Department goals and prepares associated technical and policy reports; prepares maps and visual/presentation materials to support technical analyses; advises modal managers on various technical aspects of projects; responds to and researches requests for information and public records as wells as updates on project status.

• Researches and manages other tasks as assigned for various Department subject areas, including such things as national trends in transit service provision, performance tracking, assessment of processes and procedures, fleet information, accessibility concern, complaints, and data collection for reporting purposes.

• Supports development of divisional operating procedures and work instructions with a lead role of divisional document control.  

• Provides support to the modal managers and others on matters as directed; serves as staff on a variety of committees as assigned; prepares and presents staff reports and other necessary correspondence; attends and participates in professional group meetings; maintains awareness of new trends and developments in the fields related to area of assignment; incorporates new developments as appropriate; ensures processes, policies, and practices are interpreted and applied consistently and effectively; ensures accountability and compliance with all current and applicable state and federal laws, Agency policies and procedures, rules and regulations.

• Schedules and attends meetings with contractors, preparing invitations and agendas, responsible for taking meeting minutes and their distribution.

• Champions and models Sound Transit's core values and demonstrates values-based behaviors in everyday interactions across the agency.

• Contributes to a culture of diversity, equity and inclusion in alignment with Sound Transit’s Equity & Inclusion Policy.

• It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees.  

• It is the responsibility of all employees to integrate sustainability into everyday business practices.

• Other duties as assigned.

MINIMUM QUALIFICATIONS:

Education and Experience:

Bachelor Degree in Business Administration, transportation planning, operations, or closely related field and three years of experience providing management support in operations, maintenance, or engineering, including program support, preferably in a public or private sector transit related organization; OR an equivalent combination of education and experience.

Required Licenses or Certifications:

Valid state driver’s license.

Required Knowledge and Skills:

• General knowledge of public transit operations and maintenance.

• Ability to read contract documents.

• General principles, practices, and procedures of business and public administration.

• Project control principles, practices, and procedures.

• Basic project management principles, practices and administration.

• General knowledge of public contract administration principles and practices.

• Methods and techniques of data collection, research, and report preparation. Principles of customer service.

• Basic accounting, bookkeeping, and mathematical principles and practices.

• Analyze situations accurately and adopt an effective course of action.

• Work independently with minimal supervision.

• Maintaining confidentiality and communicating with tact and diplomacy.

• Principles of business letter writing and basic report preparation.

• Principles and applications of critical thinking and analysis. Operate office equipment including computers and know computer applications such as SharePoint, MS Word, Excel, and PowerPoint.

• Principles and practices of record keeping, records management general organization.

• Pertinent federal, state, and local laws, codes, and regulations.

• Techniques to work effectively under pressure, meet deadlines, and adjust to changing priorities.

• English usage, spelling, grammar, and punctuation.

• Utilizing personal computer software programs affecting assigned work and in compiling and preparing spreadsheets and reports.

• Establishing and maintaining effective working relationships with other department staff, management, vendors, outside agencies, community groups, and the general public.

• Interpreting and administering policies and procedures sufficient to administer, discuss, resolve, and explain them to staff and other constituencies.

• Providing administrative expertise and assistance in support of a variety of bus, rail, and paratransit projects.

• Collecting, evaluating, and interpreting information and data from multiple sources.

• Conducting research and analysis and providing appropriate recommendations based on findings.

• Analyzing and reviewing financial plans and related budgetary information to determine impact on projects.

• Preparing clear and concise analytical, administrative, and financial reports.

• Assisting with budget preparation and administration.

• Responding to inquiries and in effective oral and written communication.

• Maintaining good customer relations with positive customer service orientation.

• Applying lead project management techniques and principles.

• Working cooperatively with other departments, Agency officials, and outside agencies.

• Monitoring program/project operating budgets, costs, and schedules.

Physical Demands / Work Environment:  

• Work is performed in a standard office environment.

• Subject to standing, walking, bending, reaching, stooping, and lifting of objects up to 25 pounds; may occasionally be exposed to dangerous machinery, extreme weather conditions, and extreme noise when working in and around vehicles/equipment and when working in the field. 

• The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required. 

Sound Transit is an equal employment opportunity employer. No person is unlawfully excluded from employment action based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status or other protected class.

 

 

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

Categories

Posted: 2021-10-27 Expires: 2021-12-11

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Senior Project Coordinator-Operations - $60K-$90K - SENIO002027

Sound Transit
Seattle, Washington 98104

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