Project Specialist II

Cynet Systems•Pomona, CA

About The Position

The Project Specialist II will be responsible for user liaison, system specifications, systems design, analysis, and project control. This role involves interacting with Analysts and Programmers through implementation phases and occasionally assisting in programming efforts, serving as a key link between the ultimate user and computing resources. The specialist will participate in and document planning and evaluation meetings, prepare and distribute meeting minutes and other follow-up documentation. This position requires juggling and prioritizing numerous tasks from multiple projects in a fast-paced environment, assisting clients with data preparation, and adapting quickly to changes in requirements while communicating them to project teams. The role involves interacting with other project resources and coordinating them when needed, as well as leading web and face-to-face training and meetings. As a subject matter expert within the Railroad team, the specialist will assist with standard Railroad projects, ensuring proper clearance, approval, and/or land rights are acquired on time. This includes managing approximately 50+ new Railroad projects (standard UPRR and BNSF Railroad requests) and overseeing more than 100 pre-construction Railroad projects requiring follow-up activities, Railroad safety training coordination, flagging services, and payment processing. The specialist will address inquiries from internal Operating Unit partners regarding RR processes, timelines, and requirements for obtaining RR approval. They will also manage and lead Railroad projects/requests, advising on scope, timing of RR acquisitions, and identifying constraints or encroachment concerns. This includes meeting with Railroad agencies bi-monthly or monthly to discuss project status and ensuring prior rights are recognized by the Railroad entity without additional fees for standard O&M activities. The role supports multiple large rail expansion projects by working with Project Management to scope projected work during planning/design. Additionally, the specialist will project manage, negotiate, and schedule bus bridging for projects, submit NON PO payments for Railroad Acquisitions and Line Rents, and prepare Senior Leadership routing memos for authorized NON PO Payments. Managing access to the RR SharePoint site, ensuring the ability to submit and track RR requests, scheduling Railroad safety training for crews working within the RR ROW, and submitting payments for all RR agreements, invoices, flagging services, safety training, and other associated fees are also key responsibilities. The specialist will attend project team meetings, advise internal and external customers on acquisition requirements, manage costs and budgets, and develop detailed acquisition plans and schedules.

Requirements

5+ years of experience in Right of Way/ Railroad/ Utility real property transactions, and real estate acquisition experience.
Experience working with UPRR, BNSF, SBCTA, OCTA, LAMTA, SCRRA and/or any other Rail entity.
Experience acquiring easements, license agreements, right of entries, and conditional clearance memos.
Ability to review plans, easements, and land related documents.
Experience interpreting land rights and easements.
Ability to make timely, informed decisions based on sound judgment while involving key stakeholders at the appropriate level.
Strong verbal and written communication skills.
Ability to work in a team environment and work alone.

Nice To Haves

5-7 years Railroad agency/ Utility/ Right of Way Acquisition, real property transactions, and real estate acquisition experience.

Responsibilities

Responsible for user liaison, system specifications, systems design, analysis, and project control.
Interact with Analysts and Programmers through implementation phases and occasionally assist in programming effort.
Provide key link between ultimate user and computing resource.
Participate in and document planning and evaluation meetings.
Prepare and distribute meeting minutes and other follow up documentation as needed.
Juggle and prioritize numerous tasks from multiple projects in a fast paced environment.
Assist and work with clients in data preparation.
Adapt quickly to changes in requirements and communicate to project teams.
Interact with other project resources and coordinate resources when needed.
Lead web and face-to-face training and meetings.
Act as subject matter expert and lead within the Railroad team, assisting with standard Railroad projects ensuring the proper clearance, approval and/or land rights are acquired on-time.
Manage approximately 50+ new Railroad projects including standard UPRR and BNSF Railroad requests.
Manage and oversee more than 100 pre-construction Railroad projects requiring follow-up activities, Railroad safety training coordination, flagging services, and payment processing.
Address questions and inquiries from various internal Operating Unit partners regarding RR processes, timelines, and requirements for obtaining RR approval.
Manage and lead Railroad projects/ requests, advising on scope, timing of RR acquisitions and identifies constraints or encroachment concerns that the RR agency may not approve.
Meet with Railroad agencies bi-monthly or monthly to discuss status of current projects in the queue.
Ensure prior rights are being recognized by the Railroad entity, and no additional fees will be applied for standard O&M activities.
Support multiple large rail expansion projects by working with Project Management to appropriately scope the projected work while planning/design is being completed.
Project manage, negotiate, and schedule bus bridging for projects.
Submit NON PO payments for Railroad Acquisitions and Line Rents.
Prepare Senior Leadership routing memos for all NON PO Payments requiring authorization.
Manage access issues to the RR SharePoint site and ensure the ability to submit and track RR requests.
Schedule Railroad safety training for all crews working within the RR ROW.
Submit payments for all RR agreements, invoices, flagging services, safety training, and any other fees associated with a RR project.
Attend project team meetings, advise internal and external customers on acquisition requirements, manage costs and budgets, and develop detailed acquisition plans and schedules.