Senior Project Control Specialist Details

Senior Project Control Specialist

Sound Transit - Seattle, WA

Employment Type : Full-Time

SALARY: $?75k - $?115k

With $54 billion in funding over the next twenty years, Sound Transit is changing the way people move around the region. We have projects taking place through 2040, which will quadruple the current service area! The ideal candidate has 5+ years experience with the various project control responsibilities on very large construction projects and has managed most or all of the following functions: developing Work Breakdown Structures, coordinating budgets, monitoring use of accounts, preparing project baselines, managing change control, administering construction contracts, participating in project/contract risk assessments, mitigation, control, and reporting. Certification through the AACEi as a Certified Cost Professional (CCP) is preferred.

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GENERAL PURPOSE:

Under general direction, performs a full range of advanced level professional duties involved in serving as senior technical expert and team leader for critical project control functions for assigned major projects and contracts; assumes responsibility for a variety of project control support activities including those involving tracking, updating, and reporting contract and project progress for cost, schedule, and scope; serves as technical advisor to assigned project managers/directors related to project controls systems and procedures to achieve on-time and on-budget goals; leads and trains staff and project consultants; provides guidance and coordinates work activities with other project control staff assigned to assist in completing the required project tasks; and coordinates activities with outside agencies, contractors, and consultants.

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.

• Leads and coordinates implementation of project control functions for assigned major projects; serves as technical advisor to assigned project managers/directors related to project controls system and procedures to achieve on-time and on-budget goals.
• Leads the project team for assigned projects through the project baselining process and ensures all requirements are met and required documents are prepared to support the baselining of a project. Prepares and presents project baseline project control information to the Executive Director. Supports project managers/directors in the preparation of baseline documents required for other approvals (i.e. Phase Gate, Sound Transit Board).
• Develops a Work Breakdown Structure (WBS) for new projects, and as projects evolve, based on established standards and guidelines; develops appropriate account assignment for all WBS elements and coordinates with budget and finance for review and setup of new WBS elements and accounts; reviews reports for correct setup of new WBS elements and accounts. Monitors use of accounts and recommend corrections when necessary.
• Ensures policies and procedures 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. Provides support in the continued refinement and production of progress and performance reports, development of organizational improvements, procedures and policy development, management plans, data entry manuals, sharing of lesson learned for assigned projects.
• Provides support to project managers/directors by assisting with drafting and negotiating agreements with other governmental agencies; advises project managers/directors and other project team members on procurement and contract change control processes; prepares project progress reporting; performs risk assessments and earned value analysis; produces specialized reports, cost reports, contract reports, and cash flows; performs as team lead for cost control, change management, and forecasting; interfaces with contracts, finance and budget staff, and consultants on process improvements and issue resolution; provides oversight and coordination of assigned staff and consultants in the development and management of project schedule, cost estimates, risk and risk mitigation, and contingency draw down plan; trains project staff on project budget, cost, contract and change control processes, methodology and tracking systems; assists project controls specialist with issue resolution when needed; ensures application of proper procedures and policies; and evaluates contractors and/or consultant progress reports.
• Reviews terms and conditions on consultant contracts, agreements, and construction contracts to ensure they are compliant with Board Authorized funding amounts; sets up schedule of values/bid items in Contract Management System; assigns appropriate cost accounting including account code, grant ID, asset ID, and SCC coding; determines best approach for setup of contracts with multi project cost allocations; measures, monitors, analyzes, and reports monthly project and contract progress and generates exception reports; reviews invoices for adherence to budget; processes progress payments and reviews Progress Reports and summarizes issues; provides cost and schedule assessment of contract earned value reports noting variances and potential risks to project manager; performs oversight of proper data entry for payment application; and oversees and assures the accuracy of monthly accruals.
• Reviews and processes change orders; assesses impact of changes on contract scope, schedule, and budget; performs oversight of proper date entry for change order costing; confirms availability of contract contingencies; coordinates changes with consultant or third parties, if required; determines if change control board (CCB) action is required and prepares change control package, including milestone schedule and budget exhibits for management review and approvals; tracks potential changes and analyzes and reports potential impacts on contingency; identifies trends and potential change orders; calculates estimated final cost; and forecasts cost at completion for assigned contracts and projects.
• Produces timely reports for assigned projects; identifies and trends potential project risks and issues; forecasts and associates risks and issues with cost provision for possible solution or mitigations; runs cost reports for assigned contracts and projects; reviews for overrun to working budget; isolates cause and reviews with project manager/director for corrective action; updates cash flows on assigned contracts and projects; and updates estimated final cost in Agency Progress Report.
• Ensures the data integrity for assigned projects/contracts; reviews cost data in the agency reporting portal reports and ensures correctness and consistency between the Contract Management System and the Financial System; identifies and performs corrective action for accounting errors if necessary.
• Utilizes an Earned Value Management System (EVMS) to analyze contract/project performance metrics including cost and schedule variances, estimate at completion, and provide narrative report. Present results to manager/supervisor and the project manager/director.
• Facilitates the annual budget process for assigned projects; coordinates and reviews with the project team; acts as liaison to the Agency Budget Division, and ensures that newly adopted budgets are consistent with the working budget and all working budget amendments; provides oversight and maintains the working budget; and leads in the development of the annual spending plans.
• Conducts project risk assessment and risk analysis; coordinates with the project team to ensure that project risks are actively managed and mitigated; periodically updates the project risk register and prepares risk mitigation reports; facilitates the establishment of a risk and contingency management plan for assigned contracts/projects; and tracks and forecasts contingency draw down and prepares monthly contingency reports.
• Provides representation for the division/department on matters as directed; serves on a variety of committees as assigned; prepares and presents reports and other necessary correspondence; attends and participates in professional group meetings; maintains awareness of new trends and developments in the field of project control; recommends incorporation of new developments into established policies and procedures as appropriate.
• 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’s Degree in engineering, construction management, or closely related field and six years project controls and reporting experience for large, complex projects; OR an equivalent combination of education and experience.

Required Licenses or Certifications:

• Valid state driver’s license.
• Certification as certified cost engineer/certified cost consultant (CCE/CCC) by the Association for the Advancement of Cost Engineering International (AACEI) preferred.

Required Knowledge of:

• Operational characteristics, services, and activities of a project control program area.
• General principles, practices, and procedures of business administration and public administration.
• Project control principles, practices, and procedures.
• Project management principles and practices.
• Public procurement practices and contract administration principles and practices.
• Financial accounting and work breakdown structure and its application to scope of project work.
• Principles and practices of project control techniques, budget preparation, and budget control/monitoring techniques.
• Various scheduling software and computer estimating systems.
• Principles and practices of record keeping and records management.
• Pertinent federal, state, and local laws, codes, and regulations.
• Partnering and negotiation principles and practices.
• Methods and techniques of data collection, research, and report preparation, statistical and financial analysis.
• 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, and statistical databases.
• Principles, practices, and procedures of leading programs/projects.
• Principles and practices of lead supervision and training.

Required Skill in:

• 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.
• Utilizing contract management and financial system software and computer systems including relational database systems, scheduling systems, computer estimating systems, and budget control monitoring systems.
• Demonstrating a positive customer service orientation with both internal and external clients.
• Applying appropriate oral and written communication techniques to various individuals ranging from Agency employees, the general public, elected officials, community leaders, and local, state, and federal agencies.
• Using technical concepts and general project management tools and techniques to effectively coordinate project control activities and functions and solve complex problems in creative and effective ways.
• Reviewing and evaluating change compared to contract terms.
• Preparing clear and concise analytical, administrative, and financial reports.
• Assisting with budget preparation and administration.
• Applying project management techniques and principles.
• Working cooperatively with other departments, Agency officials, and outside agencies.
• Applying project/program lead methods and procedures.

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, potential physical harms, and extreme noise when conducting site visits 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.