Campus Pride Jobs

Project Management Specialist

Print (https://www.governmentjobs.com/careers/rochester/jobs/newprint/4703609)

Apply



Project Management Specialist

Salary

$30.45 - $37.56 Hourly

Location

Rochester MN 55904, MN

Job Type

Regular FT

Job Number

20240137

Department

Administration

Opening Date

11/08/2024

• Description

• Benefits

• Questions

POSITION DESCRIPTION

The City of Rochester invites applications for the position of:

Project Management Specialist

The City of Rochester is committed to a community where all members feel a sense of belonging. We commit to recognizing the diversity of our community members, listening to ALL voices and providing equitable services to create an inclusive place to live, play and work.

We believe EQUITY should be at the center of all our work. We strive to represent our community in our teammates, as we know that diverse and inclusive teams are more innovative, and have an empowering impact on the work, progress and culture of our community.

It takes us all working together

Nature of Work

The Project Management Specialist supports the day-to-day activities of the project management team, ensuring smooth coordination, communication, and execution of various tasks across multiple infrastructure projects. This role provides complex administrative support, tracking project timelines and budgets, coordinating with stakeholders, preparing reports, contract document processing, and assisting in the overall planning and delivery of projects. Helping ensure the successful delivery of public and community-focused projects, the ideal candidate will have strong administrative skills, a good understanding of construction industry processes, and the ability to manage multiple tasks in a dynamic and fast-paced environment.

2024 starting salary is $30.45 per hour with advancement to $37.56 per hour.

To have your application considered in the first round of reviews, please apply before November 25, 2024. Applications will be accepted until the position is filled.

DUTIES AND RESPONSIBILITIES

The work below is representative of the scope of work performed within this job classification. Individual job duties will vary based on work assignment or location.

*Project Coordination and Support

• Assist Project Managers and the Director of Construction in planning, executing, and closing out projects.

• Assist in tracking project milestones, construction permits, timely processing of contract documents, and deliverables to ensure compliance with project grants, state and federal regulations and City standards. Alert Project Managers to potential risks or delays.

• Assist Project Managers in monitoring design and construction project schedules and assist with communicating project owner directed changes to consultants and contractors to ensure timely project progress.

• Collaborate with team members to ensure smooth flow of information and resources.

• Coordinate internal and external communications to ensure clear coordination between the office, field staff, and external stakeholders. Assist with public stakeholder meetings by helping with event coordination and preparation of meeting information and graphics.

• Coordinate meetings, prepare agendas, and take minutes to ensure clear communication among stakeholders.

• Conduct research to support project planning and problem-solving. Assist in identifying and managing project risks and issues.

• Perform other administrative duties as required to support the project team.

*Budget and Accounting Support

• Monitor project costs, help track expenses, process contract amendments and payments, and assist in managing infrastructure project account balances.

• Assist the project management team with the preparation and analysis of both capital and operating budgets.

• Help prepare financial reports and assist in managing invoices, purchase orders, and vendor contracts as needed.

*Documentation & Compliance

• Maintain very accurate and updated project documentation, including schedules, budgets, task lists, and progress reports.

• Assist with procurement activities, such as soliciting bids and Request for Proposals, and reviewing vendor and contractor proposals.

• Support the preparation and submission of Requests for Information (RFIs), change orders, and other construction phase documentation.

• Prepare reports, presentations, and other materials for meetings or project updates.

• Facilitate document management workflows and maintain organized records/resources.

*Miscellaneous

• Provide confidential, executive-level support to City Leadership.

• Provide administrative support for city initiatives and special projects, ensuring efficient coordination and communication among external partners and key teammates.

• Prepare Requests for Council Action and communicate action taken by Council to appropriate personnel.

• Troubleshoot office equipment, printers, computers, fax machines and copiers and schedule needed maintenance.

• Respond to requests and inquiries according to established policy including routing messages and calls as appropriate.

• Prepare, proofread, and file documents.

Perform other duties as assigned or necessary.

*ESSENTIAL FUNCTIONS

MINIMUM QUALIFICATIONS

Education and Experience

An Associate's degree from an accredited program in public administration, business administration, accounting, communications, administrative support or closely related field AND a minimum of three (3) years of full-time employment experience providing executive administrative support in a relevant setting.

OR

An equivalent combination of education, certification and experience sufficient to successfully perform the essential duties of the position may be considered.

If this work interests you but you are unsure if you meet all the job requirements listed above, please apply anyway! Your experience is likely more applicable to the role than you think, and the City is interested in candidates who can bring not only technical expertise but a variety of lived experience to the team.

Desirable Qualifications

Valid driver's license

Formal training in project management, or project administration experience working in the architecture, engineering, or construction (A/E/C) industry.

ADDITIONAL INFORMATION

PHYSICAL AND ENVIRONMENTAL CRITERIA

In compliance with the Americans with Disabilities Act, the following represents the physical and environmental demands for this position. The employee must be able to perform the essential functions with or without accommodation.

In consideration of the overall amount of physical effort required to perform this position, the work is best described as Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Physical demands that may be required continuously (2/3 or more of the time), frequently (1/3 to 2/3 of the time), and occasionally (up to 1/3 of the time) are noted below:

Continuous demands: Standing, Sitting, Walking, Fine dexterity

Frequent demands: Lifting, Handling, Reaching, Carrying

Occasional demands: Pushing/Pulling, Kneeling, Crouching, Bending

Sensory requirements necessary in the performance of the essential functions of this position include: sight, hearing, touch.

Environmental conditions that may exist in the performance of the essential functions of this job include: NONE (not substantially exposed to environmental conditions)

EMPLOYEE BENEFIT AND RETIREMENT SUMMARY (https://www.rochestermn.gov/home/showdocument?id=36357&t=637987529126409989)

01

The following supplemental information may be used as a scored evaluation of your knowledge, skills and experience. Be certain that the choices you make correspond to the information you have provided in your application and resume. You must be honest and accurate in answering the supplemental questions and do not type "see resume". You may also be asked to demonstrate your knowledge and skills in a work sample or during an interview for this position. By completing this supplemental questionnaire you are attesting that the information you have provided is true and accurate. Any information provided may be reviewed by the hiring manager. Any misstatements or falsification of information will eliminate you from consideration or may result in dismissal. Do you understand and agree with this statement?

• Yes

• No

  02

  What is your preferred name?

  03

  Which of the following best describes your level of education?

• High school diploma or equivalent G.E.D.

• Less than 2 years post-secondary training

• Completion of a 2 year program or degree

• Completion of a 4 year program or degree

• Completion of a Master's degree or higher

• None of the above

  04

  Other than your High School diploma/GED, which of the following best describes the field of study for your degree?

• Public Administration

• Business Administration

• Accounting

• Communications

• Administrative Support

• A field of study closely related to the above

• My degree is in an area NOT RELATED to any of the above

• N/A - I do not have a degree

  05

  Which of the following best describes your years of full-time employment in a position where providing executive level administrative support was your primary focus?

• No experience

• Less than 2 years

• More than 2 years, but less than 3

• More than 3 years, but less than 4

• More than 4 years, but less than 5

• More than 5 years, but less than 7

• More than 7 years, but less than 10

• 10 or more years

  06

  Which of the following best describes the setting where you obtained the majority of your experience providing executive-level administrative support?

• Government Entity, such as Local, City, or State office

• Educational Facility such as a school or college

• Private Industry such as a privately owned company or business

• Medical Facility such as a hospital or clinic

• Other

• N/A - I do not possess any executive administrative support experience

  07

  Which of the following best describes your years of full-time employment in a position where you directly supported architecture, engineering, or construction type work?

• No experience

• Less than 2 years

• More than 2 years, but less than 3

• More than 3 years, but less than 4

• More than 4 years, but less than 5

• More than 5 years, but less than 7

• More than 7 years, but less than 10

• 10 or more years

  08

  Does your employment experience include any of the following? (Select all that apply)

• Compile information and prepare special reports as requested

• Compose letters, memorandums, forms, notices, reports and other related documents on behalf of others

• Create presentations using programs such as PowerPoint

• Update and maintain websites

• Coordinate meetings, prepare agendas and take minutes

• Assist with the coordination and management of projects involving multiple stakeholders and partners

• Enter information into a computer database on a timely and accurate basis

• Maintain a calendar and schedule of appointments for others

• Maintain department files including indexing and archiving

• Track project costs

• Process contract amendments and change orders

• Process invoices and purchase orders

• N/A - I have not performed any of these duties

  09

  Tell us how your professional, educational and lived experiences would help you be successful in this role.

  10

  Please indicate the current versions of software in which you are PROFICIENT. (Select all that apply)

• Microsoft Word

• Microsoft Excel

• Microsoft PowerPoint

• Microsoft Forms

• Microsoft Outlook

• Microsoft OneDrive

• Microsoft Access or other similar database software

• Microsoft Publisher, Canva, or similar software

• Microsoft Teams or similar virtual meeting software

• Project Management Software

• Smartsheets

• JD Edwards or other similar ERP system

• Website Management Software

• None of the above

  11

  The City of Rochester's core values include: Respect, Integrity, Safety, and Excellence In 300 words or less, pick two of these core values and describe how you have exemplified these in your past employment.

  12

  CONDITIONS OF EMPLOYMENT: If selected as a finalist, are you willing to undergo a background investigation which may include, but not limited to: verification of employment and educational records, identification verification, driver's license record and a criminal history?

• Yes

• No

  Required Question

Agency

City of Rochester

Address

201 4th Street SE Rochester, Minnesota, 55904

Phone

(507) 328-2555

Website

https://www.rochestermn.gov/employment

Apply

Please verify your email address Verify Email