ODOT13-0444OC - Portland
The purpose of this position is to coordinate several transportation projects or portions of larger projects within ODOT Region 1. These projects would generally be of limited size, and budget, scope and complexity, involving some interagency or external jurisdiction contact, assignments may be primarily short term, emergency projects or portions of a larger more complex project.
The person in this position is responsible for all activities necessary to ensure assigned project workload is moved through the Project Development process, with primary accountability on the Preliminary Engineering (PE) scope, schedule and budget.
This position provides leadership, coordination and support to team members to accomplish successful completion of the assigned project or task. They hold team members accountable for work, involve and inform project customers and stakeholders regarding project activities, status, and bring issues to the team, Area Manager or lead worker for resolution of concerns.
This position is represented by the Association of Engineering Employees of Oregon (AEE)
Instructions - Minimum Qualifications
The 'Work Experience' and/or 'Education' sections of your application must clearly describe how you meet the qualifications for this position as listed below.
You must attach a Cover Letter to your application materials.
A resume' or position description will not be accepted in lieu of a completed application. Incomplete or late applications will not be considered.
Minimum Qualifications :
Three years of technical-level administrative experience such as administrative or research assistant. At least one of the required years must have included project coordination or administration.
An Oregon Project Management Associate Certification
A Bachelor’s degree in Business Administration, Management, Public Administration or a closely related field may substitute for the experience.
Criminal Background and additional pre-employment check(s) as required for the position will be conducted on final candidates (could include Driver License, LEDS, and/or Education Verification).
Veteran's Points :
Honorable or General 'Character of Service' showing on a DD214 or DD215 attached to your application - 5 Points
Honorable or General 'Character of Service' showing on a DD214 or DD215 and a 'Certificate of Civil Service' preference letter attached to your application - 10 Points
For questions about the job announcement, call 503-731-8389.
For technical help with online application, call 1-877-204-4442.
Application Help: http://www.oregon.gov/ODOT/CS/HR/jobs/Application_Help.pdf
Project Development Strategy and Work Plan
Prepare and manage a master work plan for assigned projects or smaller portion of a larger project that coordinate individual work tasks, schedules and preliminary engineering budgets.
Negotiate changes with stakeholders, update, and document ongoing project development activities.
Develop and implement strategies to transition preliminary engineering information to the construction project managers or District Maintenance Managers
Define and Manage Project Scope
Assemble and lead multi-disciplinary project scoping teams, including individuals from various technical disciplines, construction and maintenance within ODOT. Some teams may include staff from local governments and other appropriate external regulatory agencies.
Prepare scoping packet for distribution prior to initiating scoping activities. If scoping trips are needed, schedules, leads and manages scoping trips. Develop purpose and need statements, Identify project options, recommended scope, and expected outcomes. Brief the scoping team on key project elements. Prepare scoping report and project charters.
Determine possible solutions with the Project Development Team (PDT), using consensus decision making model. Identify required design exceptions, through the PDT.
Manage/Refine project scope including all project elements.
Estimate Preliminary Engineering, Construction, and Right of Way (R/W) costs ensuring funds are adequately programmed for the projects.
Identify required agreements with all stakeholders. Identify and include unique and special elements.
Define and Manage Project Schedule
Responsible for the preparation of the preliminary and final schedules for all projects, using input from the scoping process and project development team.
Keeps team focused on the project schedule to ensure that adequate time is allotted for all project tasks.
Develop and manage the master project schedule including: Initiating the development of scheduling templates. Ensure that the schedule is entered into the corporate scheduling system (MS Project).
Negotiate with project team and resource unit managers to create and maintain agreed upon schedules.
Keep team informed on progress and alert team members and Area Manager of potential schedule slippages.
Review requested changes to the original schedule (milestone and delivery dates), reach consensus on course of action, and forward recommendations to Area Manager for approval.
Notify Area Manager of proposed changes to project let dates, cost estimates and scope of work so that projects will be accurately reflected in the financial plan, schedule, and in the final draft of the STIP.
Define and Manage Project Budget
Request cost estimates for project elements from Project Development Team members.
Request project Expenditure Accounts (EAs) through financial coordinators. Use Financial reports and other tools to track expenditures.
Analyze budget reports to determine expenses to date for Preliminary Engineering and evaluate budgets with forecasted expenditures. Determine excessive or erroneous expenditure pattern.
If additional funding is required for the project, complete a change management request and discuss potential solutions to Area Manager and/or Program Managers.
Work with PDT members and Area manager or lead worker to deliver project work assignments within overall project charter by avoiding "scope creep," conveying to project team the importance of deadlines in the schedule.
Coordinate Project Development Team
Assemble core PDT to perform preliminary engineering design and development work. Identify appropriate internal and external stakeholders and resource and technical experts to support the team. Maintain appropriate communication with PDT, resource providers, and others.
Monitor PDT progress on assignments against agreed-upon scope, schedule, and budget as identified in the project charter..
Coordinate, facilitiate and lead project team meetings, prepare meeting agenda, document decisions. Distribute meeting minutes with necessary action items for confirmation.
Develop and implement stakeholder participation plan for each project. Interact with public involvement specialists or other resources to organize and advertise project information meetings and publishes releases.
Conduct public information meetings to convey project design details in obtain feedback and input on projects
Respond to public inquiries on assigned projects and seek to address the community feedback..
Prepare monthly project status reports, as required by Area and Region.
Consult with the construction PM or maintenance DM as necessary throughout PE phase of the project, ensure that appropriate handoffs to the project or district manager occur, upon completion of the PE phase.
Record and documents all decisions made by the project team for each assigned project or portion of project.
Identify, quantify and develop a risk mitigation plan for each project or portion of project assigned, i.e., endangered species listings, hazardous material/waste, culvert remediation I fish passage, and access management issues.
Evaluate assigned project workload on a regular basis to assure that project results comply with quality standards and identify ways to improve quality.
Monitor assigned projects for compliance with applicable policies, statutes, rules, permit conditions and local ordinances, when implementing ODOT and local plans.
Other duties as assigned
Electronic or Paper Application Checklist:
Veteran's Documents - If Applicable
This is a Limited Duration appointment that will/is expected to end on or before 02/01/2015. Limited Duration appointments are regular status, benefits eligible, with a designated maximum length of service.
Oregon Department of Transportation
123 NW Flanders
Portland OR 97209
Announcement information can be made available in an alternative format by calling 711 (Relay Operator for the Deaf).
ODOT does not discriminate on the basis of disability in admission or access to our programs, services, activities, hiring, and employment practices. Contact 1-877-336-6368 (1-877-EEO-ODOT) for questions regarding Equal Employment Opportunity and Affirmative Action.
The Oregon State Government is expected to continue cost reduction measures including mandatory unpaid time off (furlough days) during the 2011-2013 biennium.
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