Coordinates and manages technology projects in various City departments, data gathering and reporting, training and daily project management tasks, including development of project charters, work plans, and timelines to facilitate project completion. 

The City of Santa Monica's Information Services Department (ISD) seeks a Project Portfolio Coordinator with experience in the IT Infrastructure and Telecommunications field.  The Project Portfolio Coordinator will be responsible for coordinating network and telecommunications infrastructure projects in the Infrastructure & Cloud Services Division of ISD.  Working under the guidance of the Infrastructure & Cloud Services Manager, the Project Portfolio Coordinator will facilitate the work of technical staff, vendors and other stakeholders for the delivery of complex communications infrastructure and technology projects.
 

Assists in the development and management of the City of Santa Monica's Information Services Department technology project portfolio.
 
Administers multiple concurrent routine and complex technology projects that vary in size and scope, as assigned.
 
Utilizes standardized project tracking and reporting tools to oversee project milestones and project delivery using defined project management methodologies and principles.
 
Develops and documents project artifacts such as charters, work plans, schedules and project tasks, to ensure timeline and communication strategy conforms to the portfolio's project management lifecycle.
 
Works with staff and other technical resources to research and understand alternatives to requested technical projects.
 
Researches, determines and proposes scope of work for project and prepares requests for proposals (RFPs) and bid documents.
 
Develops cost estimates, cost/benefit analysis and project justifications. Monitors project budgets, project tracking, reporting requirements and status reporting.
 
Conducts preliminary assessment and draft project proposals (including, parameters, requirements and specifications) to facilitate decision making.
 
Maintains standard approach for defining, executing and communicating organization-wide annual technology project roadmap.
 
Leads and performs requirement gathering, workflow analysis and logical design tasks with project liaisons from other departments.
 
Incorporates critical information and communicates business implications to stakeholders and project teams. Updates and maintains Citywide project tracking system and tools.
 
Serves as the primary contact for project management queries and information as assigned; and advocates for best practices in project management.
 
Builds and maintains strong relationships with City departments.
 
Ensures that communication strategies and risk mitigation plans have been created and signed off by project stakeholders, and are being followed.
 
Ensures that clear specifications are developed and communicated to the third-party vendors and service providers, including criteria for acceptance of the specification outputs.
 
Provides division project leads with project management technical assistance and training as required.
 
Performs other related duties, as assigned.
 

 
Knowledge of:
 
Principles and practices of project management.
Program planning, management and evaluation.
Principles and methods of research, analysis and report writing.
Budget development and management.
Municipal processes related to consultant selection, bidding and contract awards.
IT project management standards and practices, including the systems development lifecycle
Principles and practices of contract administration.
Effective supervisory and training techniques.
Effective customer service techniques.
 
Ability to:
Analyze problems, identify alternatives and implement solutions.
Assess and recommend skills and resources needed to successfully complete projects and achieve goals.
Read and understand computer-related training and reference manuals.
Read and interpret technical specifications of computer hardware and software.
Keep abreast of current developments in information technology.
Establish and maintain effective and cooperative working relationships with City employees and the general public.
Communicate clearly and effectively, both orally and in writing.
Explain complicated and technical information in simple, non-technical language both verbally and in writing.
Interpret, apply and communicate policies and procedures.
Prepare and maintain accurate and complete records and reports.
Provide effective customer service.
 
Skill in:
Managing complex technology projects.
Project management and project management oversight.
Budget management and cost benefit analysis.
Problem solving and organization techniques.
Interacting cooperatively with individuals of various social, cultural, economic and educational backgrounds, using tact and discretion.
Preparing and presenting clear, concise oral and written reports and recommendations.
Using a personal computer and applicable software applications.
 
Education Training and Experience:
 
Graduation from an accredited college or university with a Bachelor's degree in Computer Science, Project Management, Business Information Systems, Computer Information Systems, Public Administration, or a closely related field.
 
Two years of recent, paid, progressively responsible work experience leading and coordinating multiple small to large scale Information Systems/IT projects, which has included research and analysis and request for proposal (RFP) development.
 
Licenses and Certificates:
 
Possession of a valid class C driver license or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.
 
Project Management Institute (PMI) - Project Management Professional (PMP) Certification is required.
 

How to Apply: 
 
Applicants must submit a clear, concise, completed on-line City Application along with any required supplemental application materials with the Human Resources Department by the filing deadline. If you do not submit your on-line application by the filing deadline, you will not be considered for this position.  Please note, applications may be rejected if incomplete. Resumes, CVs and cover letters are not reviewed as part of the application screening process.
 
You must attach a copy of your college level transcripts or diploma to your online application. Applicants who indicate receipt of college level coursework or degree from a foreign institution must provide United States credential equivalency verification along with a copy of your college diploma/transcripts. All materials must be received in the Human Resources Department no later than the filing deadline. Failure to do so may result in your application being disqualified.
 
Selection Process: 
 
All applicants must submit clear, concise and complete information regarding your work history and qualifications for the position.  All applicants will be reviewed and only those applicants determined to be most qualified on the basis of experience, training and education, as submitted, will be invited to participate further in the selection process. Testing may consist of the following:

Oral Interview: 100% (Tentatively scheduled for Tuesday, June 11, 2019)
 
If three or more qualified City employees apply and pass the examination, a promotional list will be established in addition to an open-competitive list. If fewer than three qualified City employees pass the examination, the appointing authority, in accordance with the City's civil service rules and regulations, can decline to use a promotional list, in which case a promotional list will not be established for this position.
 
Background Investigation: 

Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.