Capital Improvements Program Administrator

City of El Paso•Various Locations within the City of El Paso, TX

8d•Onsite

About The Position

Under general direction, as a key staff executive, this role coordinates the administration of the City's Capital Improvements Program (CIP) and provides expert advice to top management on allied non-engineering issues. The position involves planning, organizing, developing, implementing, overseeing, and reviewing a Citywide CIP to budget and schedule projects for systematic construction, maintenance, upgrading, and replacement of public buildings, transportation facilities, and other fixed City physical assets, as well as for executing environmental protection initiatives. It also includes managing administrative management teams and advisory committees, formulating project request evaluation criteria, soliciting and ranking project proposals, estimating costs, and selecting projects within available funds. The role identifies and recommends alternative financing mechanisms, monitors project additions, deletions, and modifications, and drafts authorizations for project initiation and fund release. It involves conferring with engineering and maintenance personnel and consultants to assess facility conditions and equipment lifespan, and to propose optimal timing for projects. The position compiles and analyzes results, cost, and personnel statistics, and represents City interests when conferring with various external entities. Additionally, it plans, organizes, develops, implements, oversees, and reviews processes for the availability, disbursement, and expenditures of bond, grant, matching funds, and other revenue for multi-department and interagency projects. This includes collaborating with financial organizations, writing grant proposals, verifying funding, analyzing bond sales, auditing project costs, and assessing the impact of estimate variations. The role also examines, consolidates, and coordinates budget requests, checks bid advertisements, and participates in contract negotiations. It arranges for, reviews, and advises on annual funding requests and budget administration, and approves expenditures and requisitions. The position acts for the supervisor on day-to-day administrative matters and establishes and controls designated functions. This includes serving on committees, defining and enforcing policies, and ensuring complaints and suggestions are processed. Finally, the role supervises assigned staff by assigning, scheduling, guiding, monitoring work, appraising performance, providing training, counseling, motivating, and enforcing personnel rules.

Requirements

A Bachelor's Degree or higher in Business or Public Administration, or Engineering or related field.
Five (5) years professional, managerial or administrative experience dealing with preparation and fiscal oversight of operating budgets or capital improvement and acquisition projects.
Texas Class "C" Driver's License or equivalent issued by another state.

Responsibilities

Plan, organize, develop, implement, oversee and review a Citywide CIP to budget and schedule projects for systematic construction, maintenance, upgrading and replacement of public buildings, transportation facilities and other fixed City physical assets as well as for execution environmental protection initiatives.
Establish and oversee an administrative management team, and advisory committees, consisting of functionally interested department heads and other professional staff.
Identify program operational objectives.
Formulate project request evaluation criteria.
Solicit project proposals.
Rank merits and priorities, estimate costs, and select projects within limits of available funds.
Identify and recommend alternative financing mechanisms for contemplated projects.
Monitor and coordinate additions, deletions and modifications to project proposals and work in progress.
Draft authorizations to initiate projects, release projects funds according to annual and multi-year schedules, distribute forms and supporting documents, and forward approved change orders for issuance.
Arrange for guidance or action from higher level executives on unprecedented problems or deviations from City-wide policies or practices, or from qualified engineering professionals on complex technical problems or questions.
Confer with engineering and maintenance personnel and consultants to assess conditions of facilities and operating life of equipment, propose timing of building and capital improvement projects to optimize labor and materials allocation and usage, and minimize operating costs and disruption of work of facility occupants.
Compile and analyze results, cost and personnel statistics.
Represent City interests when conferring with and presenting CIP to department heads, public officials of other cities, counties, states, federal agencies, public utilities and regional jurisdictions, business organizations and civic groups in collaboration with personnel accountable for providing in depth explanations of technological issues to facilitate understanding of program nature, goals, process, projects, and administrative and fiscal issues.
Maintain summary CIP documentation for publication.
Plan, organize, develop, implement, oversee and review processes to provide for availability, disbursement and expenditures of bond, grant, matching funds and other revenue for planning, design, construction and allied multi-department and interagency projects.
Collaborate with City financial and funding organizations to devise and integrate fiscal procedures that conform to accepted policies and standards.
Write grant proposals, program objectives, funding positions statements and master plans.
Verify funding for project scope changes during design phases.
Analyze bond sales, appropriations, changes and transactions.
Journalize charges, balance and reconcile financial accounts.
Audit project costs and schedules for adherence to funding and completion requirements.
Assess impact of estimate variations and recommend remedial administrative action to City officials, other jurisdictions, and funding or regulatory agencies.
Examine, consolidate and coordinate operating and capital budget requests.
Check bid advertisements for consistency with fiscal and administrative provisions of construction or other contracts to be awarded and open bids for patterns impacting cost estimates, and recommend contingency funding if necessary.
Participate in contract negotiations as authorized.
Arrange for, review and advise on annual Building and Planning Services funding requests and administration of adopted budgets.
Approve expenditures and requisitions for tools, equipment, supplies and outside temporary services as authorized.
Serve on or chair committees and task forces to evaluate status and progress of current operations and services, recommend new or changes in long and short range plans, and identify and forecast needs for human, financial and physical resources.
Meet with representatives, effectively defining, publishing and enforcing policies, methods and standards.
Ensure internal and external complaints and suggestions are processed expeditiously and satisfactorily.
Draft resolutions and other official documents.
Ensure mutual compliance with performance terms and conditions of contracts and grants.
Assign, schedule, guide and monitor work.
Appraise employee performance.
Provide for staff training and development.
Counsel, motivate and maintain harmony.
Identify and resolve staff differences, conflicts and deficiencies.
Enforce personnel rules and regulations and work behavior standards firmly and impartially.