Full-Time Program Coordinator – Planning, Environment & Project Development (PEPD) – $21.63-$40.86/hour – PROGR002219
Salary range is $21.63 to $40.86 per hour, with a midpoint of $31.25. New hires typically receive between minimum and midpoint, however, we may go slightly higher based on experience, internal equity and market.
Under general supervision, the Program Coordinator provides technical expertise and assistance in administering the project control functions for assigned programs and contracts for the Planning Environment and Project Development Department (PEPD). Assists in development, monitoring and analysis of the scope, schedule, and budget for on-going programs. Assists with development and administration of program contracts and task orders for on-call contracts. Serves as a liaison between program staff, project controls, contracts, accounting and budget staff, to ensure the timely processing of requisitions, purchase orders, change orders, check requests and progress payments; prepares up-to-date cost and schedule analysis reports for assigned projects; monitors expenditures and settlements for budget impacts; and conducts research, analysis and prepares financial reports for agency-wide efforts. Supports PEPD staff as necessary to draft and complete required documents related to the project control and contracting processes.
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.
• Provides general project control supports for management of PEPD’s programs’ contract scope, budget, and schedule.
• Assists in the development, monitoring and analysis of changes to the project scope, schedule, and budget for on-going programmatic contracts.
• Assists in PEPD department budget development, monitoring and reporting.
• Working with Finance staff, supports tracking of monthly and annual forecasts and trending of project budgets; documents monthly and annual program budget and schedule forecasts and assumptions; monitors contract/project expenditures and reports variances to management; processes contractor progress payments, check requests and change orders; participates in project/contract set-up using contract/financial management software including development of appropriate account coding and allocation rules; prints reports and obtains necessary signatures; submits requisition packages to contracts for approval and creation of new purchase orders; and receives and files purchase orders from contracts; prepares, finalizes, and executes Work Directives/Task Orders for On-Call Contracts; performs contract administrative management including tracking of commitments and period of performance; and ensures appropriate approvals are obtained for progress payments and change orders, proposed contract changes and change orders.
• Reviews, processes and monitors new requisitions and change orders; receives and reviews change order documentation for compliance with procurement and project control policies and procedures and to ensure adequate funding is available; advises managers when tasks are near completion or expended and recommends strategy or action; submits documents to contracts; files change orders; assists corridor project control supervisors, project managers with schedule updates and specific project progress reporting; assists in training new staff in project control policies and procedures; and ensures procedures are followed.
• Participates in the development of annual program budgets; prepares requested contract/project financial status reports and performs inquiries as required to research contract detail.
• Assists project managers in the development of program contracts and on-call task orders; drafts, negotiates and coordinates the review of contracts; provides coordination and communication between Agency departments and facilitates efficiencies.
• Provides support to the department and others on matters as directed; serves on internal committees as assigned; supports travel booking where needed; prepares simple correspondence; attends and participates in professional group meetings; maintains awareness of new trends and developments in contract/budget development, 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.
• 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.
Education and Experience:
Associate’s Degree in business administration, accounting, construction management, or closely related field and three years of experience performing project coordination functions including project control, budget administration and analysis, financial reporting and/or related analytical duties; OR an equivalent combination of education and experience.
Required Licenses or Certifications:
Required Knowledge and Skills:
• Operational characteristics, services, and activities of a project control program area.
• General principles, practices, and procedures of business administration and public administration.
• Project control, public contract administration, budget preparation and administration, and record keeping principles, practices, and procedures.
• Methods and techniques of data collection, research, and report preparation, and financial analysis.
• Purchasing and accounting transactions.
• Public purchasing/buying principles and practices.
• Principles of business letter writing and basic report preparation.
• Principles of customer service.
• Modern office procedures, methods, and equipment including computers and computer applications such as word processing, spreadsheets, charts, graphics and presentations.
• Establishing and maintaining effective working relationships with other department staff, management, vendors, outside agencies, community groups and the general public.
• Interpreting and administering pertinent laws, codes, regulations, policies and procedures.
• Using contract management and financial system software and computer systems to effectively process financial transactions and contract changes and develop and monitor project budgets and forecasts.
• Demonstrating a positive customer service orientation with both internal and external clients.
• Applying appropriate oral and written communication techniques.
• Administering the project control functions for contracts and programs. Reviewing change orders for compliance with contract terms.
• Preparing clear and concise analytical, administrative and financial reports.
• Budget preparation and administration.
• Preparing low to moderate risk contracts, agreements and management reports.
• Performing a range of duties involved in participating in the services and activities of the procurement process in support of the Planning, Environment and Project Development Department.
• Applying project management techniques and principles.
Physical Demands / Work Environment:
• Work is performed in a standard office environment.
• 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)
How to ApplyTo apply, please visit the link below or visit soundtransit.org/get-to-know-us/jobs and click on "current job listings". https://recruiting.ultipro.com/SOU1036SOUND/JobBoard/dcc5dbea-875e-4cd1-bfd2-8e046cecc54f/OpportunityDetail?opportunityId=2df4e205-689a-4576-9f5d-06e4c967f997
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