Under direction of Director of Capital Projects, performs a wide variety of professional, administrative, fiscal, legislative and analytical support within assigned program areas in the Capital Projects department; supports Project Managers on a broad range of internal and external coordination; supports the department’s administrative tasks including budget preparation, Committee agenda preparation, meeting minutes and communication, financial management and grant coordination; conducts research and budgetary analysis; and performs related duties as assigned.

THE IDEAL CANDIDATE:

The ideal candidate for this position will be a highly motivated, analytical, and organized in both writing and work processes. The SGVCOG is looking for someone that is reliable to support many vital tasks that will contribute to the success of the department and agency projects. This individual needs to be independent-minded, articulate, personable, and capable to work with a wide range of stakeholders. This individual must know how to prioritize deadlines and workload.

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. 

• Supports Project Managers on all Capital Projects with various third-party utilities, consultants, contractors and agencies for managing and coordinating utility relocation planning and construction; coordinates the development of utility agreements between the SGVCOG, member agencies and affected utilities.
• Assists in utility relocation activities including; requests for approval and subsequent relocations of utilities affecting right-of-way; preparation of “Notices to Relocate” for utilities in affected cities, Union Pacific Railroad (UPRR) or other project facilities.
• Supports Project Managers to resolve potential utility related design and construction problems.
• Monitors and tracks critical issues for Project Managers. 
• Tracks and maintains a variety of department records and activities; assists in maintaining agency project and budget tracking system including projections and expenditures to date; maintains a master schedule across all projects within the Capital Projects department.
• Assists the preparation of committee agenda packages and meeting minutes.
• Attends project meetings; prepares and distributes meeting agendas and minutes.
• Assists and coordinates timely review and approval of invoices pertaining to utility relocation work in accordance with agreements and contracts.
• Assists in the preparation or review of grant-funded applications, agreements, or compliance. 
• Assists in development of cost estimates, project schedules, or other project controls.
• Strong desire and ability to learn nomenclature, symbols and techniques in construction, contracting, engineering, mapping and surveying through self-learning or coaching.
• Strong desire and ability to learn technical practices, procedures and standards involved in supporting the SGVCOG’s design and construction engineering activities.
• Assists in the preparation of funding reports in accordance with Metro, Caltrans, or USDOT requirements.
• May conduct independent research on a wide range of best-practices, alternatives, or legislative matters, performing analytical comparisons, and prepares professional reports.
• Provides staff support to the Capital Projects & Construction Committee activities.
• Performs related duties as directed by the Director.

Education, Training and Experience

A typical way of obtaining the knowledge, skills and abilities outlined above is:

• Graduation from an accredited four-year college or university with a bachelor’s degree in planning, engineering, construction management, public admi­nistration, business administration, economics or a related field; and
• At least one-year of professional experience in administrative analysis and research, policy development and/or fiscal administration, including budget or management responsibilities; or design and engineering assistance including construction scheduling and utility coordination; or an equivalent combination of education, training and experience; a master’s degree in the related field may substitute for one year of professional experience; 

Or

• Graduation from an accredited associate degree program with major coursework in planning, engineering, construction management, public admi­nistration, business administration, economics or a related field; and
• At least three years of professional experience in administrative analysis and research, policy development and/or fiscal administration, including budget or management responsibilities; or design and engineering assistance including construction scheduling and utility coordination; or an equivalent combination of education, training and experience.

Knowledge of: 

• Internal and external stakeholder coordination.
• Principles and practices of sound communications, with an emphasis on writing, verbal and interpersonal skills.
• Principles and practices of technical, administrative, policy, procedural and legislative/regulatory analysis.
• Qualitative and statistical research and analysis techniques relevant to the regional planning and/or engineering processes. 
• Modern office practices, procedures and equipment including computers and software applications relevant to work performed. 
• Principles of report writing and administration.
• Strong desire and ability to learn applicable local, state and federal laws, rules and regulations governing area of assignment.
• Safety policies and safe work practices applicable to the work.
• Practices and procedures for budgeting, purchasing and maintaining public records.
• Geographical Information Systems (GIS) and applications 
• Modern office practices, procedures and equipment including computers and software applications relevant to work performed.
• Safety policies and safe work practices applicable to the work.
• Practices and procedures for budgeting, purchasing and maintaining public records.
• As assigned, operational processes related to utilities relocations including those specific to jurisdictions impacted by operations.

With Coaching or Trainings, ability to: 

• Assist Project Managers to ensure utility relocation efforts are on time and within budget. 
• Communicate clearly and effectively, verbally and in writing.  Represent SGVCOG in dealings with external agencies, utility agencies, contractors and the public.
• Understand the principals and concepts of managing multiple projects across a program or multiple projects simultaneously.
• Assist in preparation of budgets, expenditures, forecasting, and quarterly reporting.
• Assist in project scheduling activities. 
• Understand, interpret, explain and apply applicable codes, regulations and policies.
• Review the accuracy of highly detailed data thoroughly and efficiently.
• Assist in preparation of comprehensive and accurate statistical reports, studies, correspondence and other written materials. 
• Set priorities and exercise independent judgment within areas of responsibility.
• Define current and potential project issues, analyze problems, evaluate alternatives and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules and policies.
• Work effectively with all project stakeholders to meet the goals and objectives of all parties.
• Exercise tact and diplomacy in dealing with complex issues and situations.
• Operate a computer, standard business and engineering software programs and databases related to area of assignment.
• Establish and maintain effective working relationships with all those encountered in the course of work.

Desired Skills & Knowledge

• Experience in civil design/construction, local utilities agencies, railroad construction and traffic signalization; or
• Experience in planning, zoning, or code compliance; or
• Experience in grant management or reporting.
• Motivated to learn and become proficient in applicable local, state and federal laws, rules, regulations and court decisions applicable to design, engineering and construction of mass transit, highway and other capital projects.
• Motivated to learn and become proficient in the procedures and processes of Caltrans Local Assistance, local and state specifications (for example, Caltrans Design Manual, Greenbook, UPRR, or LACDPW)
• Motivated to learn and become proficient in exercising principles and practices of construction project operational safety, principles and practices of professional services or construction contract administration for public agencies.

Licenses; Certificates; Special Requirements

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to finger, handle, feel or operate objects, tools or controls; reach with hands and arms; perform repetitive movements of hands or wrists. The employee is frequently required to lift up to 25 pounds unaided. Specific vision abilities required for this job include close vision, distance vision, use of both eyes, depth perception, color vision and the ability to adjust focus. While performing the duties of this class, the employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathe­matical reasoning; observes and interprets people and situations; learns and applies new information and skills; performs highly detailed work; deals with changing deadlines, constant interrup­tions and multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public.