04763 - Maintenance Program Manager

Virginia Department of Transportation•Staunton, VA

About The Position

Provide leadership, coordination and support to the district maintenance program by assisting with development of financial spend plans, budgets, cost-benefit reporting, contract development, and expenditure monitoring and tracking. Ensure district meets maintenance contracting, goods and equipment resource needs within targeted allocations and spending plans. Provide technical and analytical expertise in the evaluation, assessment, and review of assigned programs and provide insights and process improvements to more effectively and efficiently meet the goals of the agency. How you will contribute: Budgeting: Prepare and submit budgets as needed. Provide guidance and technical assistance to others during budget preparation process. Monitor expenditures and analyze data for planning and program requirements. Review funding requests, perform cost analyses, and make determination for fund transfers. Emergency Operations: Monitor VA Traffic reporting. Convey information to district and central office personnel. Assist with training and coordination of on-call response to emergency events. Assist with the development, coordination, and implementation of emergency operations procedures. Serve as liaison between district, Central Office, FEMA, FHWA, and field operations during emergency events. Financial Documentation: Enact fund transfers through journal entries in automated accounting system. Develop and present reports regarding status of funds, projected expenditures, trends and spend plans. Prepare budget and other financial presentations for District and Statewide Committees. Reconcile year-end budget. Maintenance Budgeting: Develop, administer and monitor district maintenance budgets and annual spend plans. Work closely with field staff to prepare various budgets, Six Year Plans, Federal Funded Projects and annual spend plan. Maintenance Program Leadership and Business Re-engineering: Serve as an active member of the District Maintenance Program Leadership Group (DMPLG). Provide support and technical assistance related to maintenance policies, procedures, data analysis and business practices. Coordinate and implement districtwide maintenance programs to include revision or development of new programs. Coordinate VOIS and 511 training to meet statewide operational goals. Develop and conduct specialized training for maintenance operations personnel as new programs are implemented or existing programs are updated. Policy Review: Develop, maintain, and communicate identified changes to policies or procedures as a result of periodic review and audit. Ensure all stakeholders are accounted for and full scope of impact of policy changes are considered before implementation. Coordinate any proposed changes with leadership and stakeholders across the agency. Program Management: Coordinate the development of budget, procedures, training, implementation, interoperability, interpretation, and oversight of assigned programs in coordination with Division Leadership. Develop procedures that provide consistency and uniformity. Make recommendations on programmatic changes based upon documented best practices, and sound guidance. Develop and implement policies, procedures and guidelines to ensure project quality and compliance. Project Compliance: Perform evaluation of correctable non-compliance items identified in Improvement Reviews in accordance with applicable law, regulations, and internal processes to determine whether corrective actions have been taken. Project Management: Perform comprehensive reviews on complex construction and maintenance, equipment, or safety projects as assigned within scope of program areas. Evaluate engineering, process and management actions. Determine compliance with expected requirements of each activity in compliance with applicable Standard Operating Procedures (SOP) and internal management performance goals. Manage time and adjust priorities as needed. Project and Contract Management and Cost Benefit Analysis: Coordinate review of maintenance operations to assess efficient use of resources, hired equipment and other service maintenance contracts with the District Infrastructure Manager. Track maintenance contracts and coordinate efforts with contracting staff. Manage redistribution of contract changes and submit journal entries for corrections. Compile and submit contracts. Manage project progress to meet timeframes and funding levels. Track, coordinate, monitor and provide financial reports related to emergency projects (declared or non-declared emergencies). Provide updates to management and field operations. Research, Committees and Technical Assistance: Conduct research and provide technical assistance to customers on a wide variety of roadway design, maintenance, equipment, and/or safety related areas as assigned. Teamwork: Coordinate the flow of information to and from others that contributes to project plan development and execution.

Requirements

Ability to develop cost-benefit analyses and reports for effective decision-making.
Ability to analyze and evaluate cost of operations and budget information.
Ability to analyze complex business problems and develop appropriate solutions.
Ability to communicate effectively with internal and external customers.
Ability to define problems, organize and lead projects, analyze situations to draw conclusions, devise solutions and alternatives, and make recommendations.
Ability to develop, monitor and manage project performance metrics.
Ability to ensure compliance with policies and procedures and guidelines.
Ability to evaluate program effectiveness and improve processes and work methods.
Ability to facilitate problem solving.
Ability to follow oral and written instructions.
Ability to gather and analyze data and reach sound, logical conclusions.
Ability to interpret and communicate technical policies and procedures.
Ability to lead teams to meet program goals and objectives.
Ability to manage electronic files.
Ability to manage projects and budgets, prioritize work and work effectively through co-workers and contractors.
Ability to plan and conduct formal training programs to highlight quality improvement areas.
Ability to produce results under time constraints while managing multiple tasks.
Ability to schedule, prioritize and complete multiple complex assignments.
Ability to work independently to set priorities and schedules, resolve issues and make decisions.
Exceptional interpersonal, team building and communication skills.
Knowledge of VDOT's Road and Bridge Specifications and Standards.
Knowledge of contract development and administration.
Knowledge of emergency operations planning, implementation and monitoring.
Knowledge of financial expenditure tracking and budgeting principles.
Knowledge of full cycle budget planning process.
Knowledge of maintenance procedures, policies and practices, methods and materials.
Knowledge of organizational management, administrative processes and program areas.
Knowledge of state and federal specifications, regulations, policies and procedures.
Knowledge of transportation operations principles, practices, and standards.
Skill in computer applications, data management and analysis, preparing reports and making presentations.
Skill in developing spending plans and monitoring and analyzing budget data.
Skill in providing technical assistance to others in the use of budget preparation and related computer programs.
Skill in the delivery of exemplary customer service.
Skill in the use of computers and software applications to include financial management programs.
Ability to gather, analyze data, prepare technical reports and presentations.
Ability to interact and communicate effectively with customers.
Ability to work independently to set priorities, schedules, resolve issues and make decisions.
Experience developing, managing multiple budgets and financial documents.
Experience with contract development, administration of goods and service contracts.
Knowledge of emergency operations planning, implementation and monitoring.
Knowledge of maintenance procedures, policies, practices, methods and materials.
Knowledge of state, federal transportation rules, regulations and funding policies.

Nice To Haves

A combination of training, experience, or education in Mechanical Engineering, Civil Engineering, Design, Construction, Criminal Justice, Security, Finance, Accounting, Public Administration, Business Management or related field desired.
Experience working with FEMA and FHWA reimbursement process.
Knowledge of VDOT's Road and Bridge Specifications and Standards.
Progressively responsible experience in transportation maintenance and budgeting processes.

Responsibilities

Prepare and submit budgets as needed.
Provide guidance and technical assistance to others during budget preparation process.
Monitor expenditures and analyze data for planning and program requirements.
Review funding requests, perform cost analyses, and make determination for fund transfers.
Monitor VA Traffic reporting.
Convey information to district and central office personnel.
Assist with training and coordination of on-call response to emergency events.
Assist with the development, coordination, and implementation of emergency operations procedures.
Serve as liaison between district, Central Office, FEMA, FHWA, and field operations during emergency events.
Enact fund transfers through journal entries in automated accounting system.
Develop and present reports regarding status of funds, projected expenditures, trends and spend plans.
Prepare budget and other financial presentations for District and Statewide Committees.
Reconcile year-end budget.
Develop, administer and monitor district maintenance budgets and annual spend plans.
Work closely with field staff to prepare various budgets, Six Year Plans, Federal Funded Projects and annual spend plan.
Serve as an active member of the District Maintenance Program Leadership Group (DMPLG).
Provide support and technical assistance related to maintenance policies, procedures, data analysis and business practices.
Coordinate and implement districtwide maintenance programs to include revision or development of new programs.
Coordinate VOIS and 511 training to meet statewide operational goals.
Develop and conduct specialized training for maintenance operations personnel as new programs are implemented or existing programs are updated.
Develop, maintain, and communicate identified changes to policies or procedures as a result of periodic review and audit.
Ensure all stakeholders are accounted for and full scope of impact of policy changes are considered before implementation.
Coordinate any proposed changes with leadership and stakeholders across the agency.
Coordinate the development of budget, procedures, training, implementation, interoperability, interpretation, and oversight of assigned programs in coordination with Division Leadership.
Develop procedures that provide consistency and uniformity.
Make recommendations on programmatic changes based upon documented best practices, and sound guidance.
Develop and implement policies, procedures and guidelines to ensure project quality and compliance.
Perform evaluation of correctable non-compliance items identified in Improvement Reviews in accordance with applicable law, regulations, and internal processes to determine whether corrective actions have been taken.
Perform comprehensive reviews on complex construction and maintenance, equipment, or safety projects as assigned within scope of program areas.
Evaluate engineering, process and management actions.
Determine compliance with expected requirements of each activity in compliance with applicable Standard Operating Procedures (SOP) and internal management performance goals.
Manage time and adjust priorities as needed.
Coordinate review of maintenance operations to assess efficient use of resources, hired equipment and other service maintenance contracts with the District Infrastructure Manager.
Track maintenance contracts and coordinate efforts with contracting staff.
Manage redistribution of contract changes and submit journal entries for corrections.
Compile and submit contracts.
Manage project progress to meet timeframes and funding levels.
Track, coordinate, monitor and provide financial reports related to emergency projects (declared or non-declared emergencies).
Provide updates to management and field operations.
Conduct research and provide technical assistance to customers on a wide variety of roadway design, maintenance, equipment, and/or safety related areas as assigned.
Coordinate the flow of information to and from others that contributes to project plan development and execution.