Project Assistant

Job Locations US-WA-Everett
Opening Date 4 days ago(1/25/2023 1:19 PM)
Job ID
2023-1540
Category
Planning and Development
Bargaining Unit
No
Min (Annual)
USD $79,614.00/Yr.
Max (Annual)
USD $111,460.00/Yr.
Min Hiring Range
USD $79,614.00/Yr.
Max Hiring Range
USD $87,575.00/Yr.

Overview

Responsible for providing project/program support for one or more projects/programs under the direction of the division\ project Manager.  The position will assist division/project managers by leading one or more elements of a larger project.  The role will include project research and planning, maintaining project management plans, developing project schedules, reporting of project status, coordination of project activities with consultants and staff, tracking project budget and expenditures, and managing project documentation and communication plans.  This position will assist in all stages of project development including concept definition, procurement, implementation, and project closeout however specific role will vary by project/program.  The position may have project lead responsibility on small projects under the direction of a supervisor or manager.

Essential Duties

 

1.       Communication and outreach program lead

a.       Creates and participates in creation of communication plans and informational matrices. 

b.       Monitors and maintains project specific email inboxes.

c.       Compiles, maintains, and distributes prepared responses to project specific customer comments.

d.       Maintains electronic file of project related communication resources.

e.       Interfaces with designated departments and consultants to coordinate communication efforts.

2.       Project and program documentation and follow-up

a.       Creates and maintains tracking of program action items and follows up regularly to ensure project progress.

b.       Supports in creation of project schedules and monitors for progress.

c.       Supports in documenting receiving and quality checking new BRT inventory.

3.       Process development and improvement

a.       Solicits and identifies process pain points to address through process improvements.

b.       Conducts team exercises and one-on-ones to understand existing processes.

c.       Works with team members to implement improvements to processes.

d.       Documents team and department processes as needed.

4.       Supports program manager in research and development

a.       Coordinates with internal and external partners to determine feasibility of certain technology, mechanical, or other improvements for BRT program.

b.       Participates in meetings and field visits when appropriate.

5.       Program support

a.       Responds to requests and questions from internal and external partners as needed.

b.       Creates or participates in creation of Program related documents and reports.

c.       Participates in Program related event planning.

d.       Participates in all phases Project Planning and Implementation.

e.       Participates in meetings and field visits when appropriate.

6.       Department support

a.       Cross Trained on critical tasks to support department Project Assistants and Admin.

b.       Collaborates with department Project Assistants and Admin to document and improve shared processes.

7.       Budget and financial team lead

a.       Prepares annual budget for Regional Programs & Projects.

b.       Creates requisitions in PeopleSoft as needed.

c.       Receives, reviews, and directs invoices through approval process for payment.

d.       Maintains electronic files and tracks invoices against budget.

Requirements

Minimum Qualifications

  1. Recognized credential in Project Management, Construction Management, Architecture, Engineering or related field and two years’ experience supporting project management and delivery of complex projects. Includes Bachelor's degree or two-year certificate in Construction Management, Engineering, Planning, or Architecture, or related bachelor's degree, AA plus PMP, or equivalent. OR

    - Bachelor's degree or credential in other related fields and 3 years’ experience supporting project management and delivery of complex projects. OR
    - Five years’ experience supporting project management and delivery of complex projects. 
  1. Excellent organizational and communication skills with a strong interest in project management.


An equivalent combination of education, skills, and experience sufficient to successfully perform the essential duties of the job such as those listed above may be considered.

 

Entry Requirements for: Knowledge and Skills

 

Qualification to enter this position requires knowledge of the following:

  1. Detailed knowledge of Microsoft Word, Excel software applications including scheduling, resource allocation and report generation.
  2. Email systems.
  3. Project management techniques, scheduling, and project cost accounting.

 

Qualification to enter this position requires skill in:

  1. Preparing a variety of records, reports, documentation, and correspondence utilizing MS Office Programs.
  2. Articulating effective communication both in written form and verbally.
  3. Demonstrating strong interpersonal techniques and a consistent commitment and ability to work with diverse work groups and individuals.
  4. Ability to work independently in a analytical and detail-oriented manner.
  5. Understand, transmit and follow written and verbal instructions.
  6. Successfully handle stressful situations in a professional manner.
  7. Establish and maintain effective and cordial working relationships with Community Transit personnel, outside consultants, and senior management.
  8. Meet deadlines with dependability and consistency.
  9. Applying an intentional focus on equity and inclusion to support an equitable and inclusive work environment.

 

Proficient Performance Requirements for Knowledge and Skills

 

Qualification to fulfill the full range of this position’s duties requires the following knowledge, which may be gained or further developed after entering the job:

  1. Scheduling programs such as MS Project.

 

Qualification to fulfill the full range of this position’s duties requires the following skills, which may be gained or further developed after entering the job:

  1. None listed.

 

Physical Requirements:

Climbing, balancing, stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing, seeing, repetitive motions, carrying.

 

Sedentary Work:
Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

 

 

Application and Selection Process:

  • Only on-line applications accepted.  
  • Applicants for this job may be considered for other openings up to six months after the date this position is filled.
  • Applicants who meet the minimum requirements may be asked to provide a portfolio sample of work, scheduled for an interview as well as a variety of tests to demonstrate knowledge and skills for the position.  The evaluation process may include interviews, background checks, reference checks and various performance tests.    

 

Employee Benefits: 

 

Employees (and their families) are covered by medical, dental, vision, basic life and disability insurance. Employees participate in the Public Employees Retirement System (PERS) and have the option to enroll in the agency’s deferred compensation plan.  In addition to WA Paid Sick Leave, employees in this position, accrue nineteen (19) days of Paid Time Off (152 hours) in their first year and receive nine (9) paid holidays throughout the calendar year. Full list of all benefits and details can be found here.

 

 

Effective January 1, 2022, all new employees must provide proof of fully vaccinated status on or before their first workday. People are considered fully vaccinated two weeks after their second dose in a two-dose series or two weeks after a single-dose vaccine. 

 

If you have a family member, or share the same living quarters of a current Community Transit employee, please let your Human Resources Recruiter know as your eligibility for this position will be affected.

 

Community Transit provides a tobacco-free and drug-free work environment. As a recipient of federal funds, Community Transit is an Equal Opportunity Employer and does not unlawfully discriminate on an basis prohibited by Federal, State or Local law.  We value and encourage diversity in our workforce.  EOE AA M/F/Vet/Disability.  Qualified applicants will receive consideration for employment without regard to their race, color, religion, national origin, sex, protected veteran status or disability.

 

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