Administrative Services Project Manager

Borough of Chambersburg•Chambersburg, PA

6h•$24 - $27•Onsite

About The Position

The Administrative Services Project Manager serves as a project coordinator for various Borough Administrative Services Departments, including Information Technology (IT), Personnel/Human Resources, and Accounting/Finance back-office operations. In this role, the incumbent organizes and manages the paperwork, processes, and administrative logistical functions for assigned projects. These assignments include approved information technology (IT) infrastructure projects, such as specific departmental software enhancements or larger multi-departmental efforts like the maintenance and enhancement of the Utility Billing Customer Portal; or similar. To ensure success, the Manager collaborates with IT management and assigned project development committees on project scopes, deadlines, resource management, and training, while providing necessary progress reports and ensuring compliance. The position reports directly to the Director of Administrative Services, as multi-departmental projects typically impact more than one workgroup, though the incumbent must also cooperate with various Borough department directors to perform specific project duties. The role requires a keen ability to organize projects and a working understanding of basic network infrastructure, software applications, and hardware. Furthermore, the incumbent must lead interdepartmental teams to complete projects on time and to specification, effectively communicating goals and challenges to both internal and external stakeholders. Responsibilities involve managing project supply inventory, scheduling meetings with consultants and vendors, and ensuring adherence to the Boroughs project management process and standards. The Manager ensures all work complies with federal, state, and local regulations and handles public outreach to impacted customers. By leading planning meetings, capturing minutes, and delegating tasks, the incumbent ensures projects are completed efficiently and within budgetary constraints. While the incumbent provides the Finance department with regular progress and budget updates, the Finance Department and the corresponding department head maintain ultimate financial responsibility and control over approved project funding.

Requirements

Ability to learn, follow Borough policies, rules, procedures, and regulations in a consistent manner
Ability to exercise discretion and independent judgement
Ability to assess priorities and successfully multi-task
Ability to oversee tabulation of bids and give recommendations of contract awards and authorizations to proceed
Ability to interface with other Borough departments to expedite timely completion of projects
Excellent organizational skills and attention to detail, including timely follow-through and completion of tasks and assignments
Strong analytical and problem-solving skills
Ability to prioritize tasks and to delegate them when appropriate
Basic knowledge of budgeting and accounting best practices
Very good working knowledge of information systems and networks, hardware, software, and the ability to use them at a skilled level
Excellent communication and collaborative skills
Knowledge of bid processes or the ability to learn
Ability to be flexible and adaptable to changing schedules as required by Borough departments, contractors, subcontractors and vendors
Must be a self-starter, demonstrating motivation with the ability to work independently requiring minimal supervision
Ability to make decisions and recommendations in accordance with rules, regulations, and policies governing the organization in a fair and consistent manner
Ability to lead and to communicate clearly and effectively, both written and verbal, to all stakeholders of the organization
Ability to establish and maintain effective working relationships with management, peers, employees, officials of other agencies, elected officials, and the general public
Ability to think and act strategically and proactively
Must keep informed about the latest public project specific developments and best practices through reading and by attending conferences, seminars and meetings
Proficient with MS Office suite or related software
Thorough understanding of or the ability to quickly learn about the project or product being developed
Ability to exercise good professional judgement, and possess the physical/mental ability/agility to successfully perform the essential functions of the position
An Associates degree from an accredited college/university in related field, which may include Computer Science, Business, or Engineering, required.
Minimum of two (2) years experience in project management in the Information Technology field preferred.
Experience with grant project financing and reporting.
Considerable experience with development of project specifications and the competitive bidding process.
Must be legally authorized to work in the United States and maintain required clearances to hold a position at the Chambersburg Borough.
Must reside within forty-five (45) driving miles of the corporate limits of the Borough of Chambersburg within one (1) year of the hire date as their bona fide primary residence, and continue to reside within that area while employed.
Incumbent must have and maintain a valid motor vehicles license, 3 years clean driving history, and be insurable in the independent opinion of the Boroughs motor vehicle insurance underwriter, in order to remain eligible for this position.

Nice To Haves

A Bachelors degree from an accredited college/university in related field.
PMP, CAPM, and/or comparable project management certifications highly desirable.
Or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

Responsibilities

Collaborates with project staff and consults to create a strategic action plan and obtain cost estimates required to complete the project
Outlines the tasks involved in the project and delegates accordingly
Communicates project progress and needs to the department staff in the associated department where the project is assigned, including to provide training and information required to promote the new projects, programs, and systems; and cooperates fully and professionally with all those involved in the projects
Facilitates and contributes to the development of project plans and designs
Serves as a liaison to outside consultants and professionals, contractors and subcontractors, while managing project timelines through the design, development, and implementation phases
Under the direction of the supervisor and in collaboration with department management, manages consultant contracts through all phases of the design development process
Responsible to ensure project costs remain within the project allocation; and the project scope is clearly defined to facilitate competitive procurement; project schedule is maintained and cooperates with the Finance Department who has financial oversight over the project funding
Coordinates documents for review and approval
Ensures project changes remain within original scope, time and limits of appropriated funds, including reviewing and approving change orders, project invoices prior to payment, preparing requests for proposals (RFPs), bid documents and contract/purchase orders
Assist the department directors with an assessment of the competence, capabilities, resources, and financial status of internal resources and vendors, providing a cost-benefit analysis when necessary
Manages progress of projects and provides routine project updates to assigned supervisor and prepares periodic progress and cost reports for management
Complete materials list(s) for coming projects and work to have material acquired
Outreach to affected departments before, during, and after project work is performed for projects
Collaborates with IT staff in analyzing equipment, systems, and processes to identify modifications to improve efficiency, increase quality, and reduce costs where possible
Ensures compliance with federal, state, local, industry, contractual, and company regulations, standards, specifications, and best practices
Collaborates with vendors and various departments to identify and troubleshoot problems
Addresses questions, concerns, and/or complaints throughout the project
Works with Finance staff on the administration of grants, including application and reporting based on ledgers maintained by and in conjunction with the Finance department
Coordinates with IT Supervisor and user agencies to develop specifications for equipment and apparatus, including supplemental equipment
Supports Director of Administration with the development of the annual operating and capital improvement departmental budget(s)
Attendance at evening meetings is periodically required
Performs other duties as assigned and required within the scope of assigned responsibilities