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For your reference, we have included the original job posting below.
OPERATIONS BUSINESS COORDINATOR
Job Number:
25496733
Company Name:
Sound Transit
Job Location:
Seattle, WA US
Job Categories:
Construction & Extraction Management & Business
Salary:
DOE
Minimum Education:
4-Year College Degree
OPERATIONS BUSINESS COORDINATOR
Categories: Construction Management, Executive Management, General Management
Sound Transit OPERATIONS BUSINESS COORDINATOR
GENERAL PURPOSE: Under general supervision, performs professional level duties involved in providing technical expertise and assistance in administering project control functions for assigned area; identifies existing process and procedures utilized by the divisions for change control function, invoicing and procurement requests and modifies and improves procedures for improved efficiency/effectiveness; creates and maintains effective, living management tracking system of purchase order commitments; establishes tracking methods for projects and agreements; monitors progress and assists in preparing project budgets; supports the change control process; supports the interface between operations and contracts with respect to parts and service contract procurement.
PRIMARY DUTIES AND RESPONSIBILITIES: The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties. ??Assesses project control needs within Operations divisions; establishes consistent policies, procedures and guidelines for requisitions, invoicing, contract changes, and closeout procedures that comply with all agency departments, policies, state and federal regulations; keeps current on policies, procedures and guidelines as they affect contracts for all divisions and identifies existing problems and how issues are handled currently; prepares regularly updated forms for distribution and use throughout the Department that conform to all requirements; coordinates and enforces more efficient signatory processes that reduce delays in processing paperwork and improves scheduling conflicts; recommends more efficient or effective strategies that will streamline or improve current working processes and procedures; and assists in preparing the Department to move to more effective practices. ??Assists project transition teams with maintenance plans, processes and establishment of purchasing contracts; assists in identifying potential needs or concerns to be addressed during transition or prior to official hand off to Operations; and verifies that all controls issues have been identified and addressed. ??Provides project management support to managers with coordination of project control functions; provides monthly commitment tracking reports; researches commitments for information regarding invoicing, change orders, and requirements of the contracts; assists with any other needs of the managers; coordinates the identification of scope, schedule, and independent cost estimates for commitments and projects as needed; provides risk assessments and proposes alternatives for each contract/project; coordinates schedules for contract procurements from identification of needs to the Notice to Proceed with a vendor; coordinates budget analysis needs with the budget analysts and the divisions; identifies account coding; verifies invoices are accurate with respect to matching, coding, basic math formulas; assists budgeting with accruals as needed; develops Project Control Work Plan on a quarterly basis to be included in Departmental work plans; and maintains current Sharepoint Web Page identifying all deliverables in a manner that is easy to identify and locate for all Operations personnel. ??Provides support to the division/department and others on matters as directed; serves as staff on a variety committees as assigned; prepares and presents staff reports and other necessary correspondence; attends and participates in professional group meetings; maintains awareness of new trends and developments in the fields related to area of assignment; incorporates new developments as appropriate; ensures processes, policies and practices are interpreted and applied consistently and effectively; ensures accountability and compliance with all current and applicable state and federal laws, Agency policies and procedures, rules and regulations.
MINIMUM QUALIFICATIONS: Education and Experience: Bachelor?s Degree in construction management, accounting, business administration, or closely related field and three years of experience that includes project management and control (cost and scheduling), research, commitment tracking and reporting in a medium to large organization, preferably in a public sector transit related organization; OR an equivalent combination of education and experience.
Required Licenses or Certifications: None.
Required Knowledge of: ??Operational characteristics, services, and activities of a project control program area. ??General principles, practices, and procedures of business administration and public administration. ??Project control principles, practices, and procedures. ??Project management principles and practices. ??Public contract administration principles and practices. ??Construction procedures and terminology. ??Methods and techniques of data collection, research, and report preparation. ??Methods and techniques of statistical and financial analysis. ??Principles of business letter writing and basic report preparation. ??Principles and applications of critical thinking and analysis. ??Modern office procedures, methods and equipment including computers and supporting applications. ??Principles and practices of record keeping and records management. ??Pertinent federal, state, and local laws, codes, and regulations. ??Techniques to work effectively under pressure, meet deadlines, and adjust to changing priorities. ??Principles and practices of governmental budget preparation and administration. ??Principles of business letter writing and basic report preparation. ??English usage, spelling, grammar, and punctuation. ??Modern office procedures, methods, and equipment including computers and computer applications such as word processing, spreadsheets, and statistical databases.
Required Skill in: ??Utilizing personal computer software programs affecting assigned work and in compiling and preparing spreadsheets and reports. ??Establishing and maintaining effective working relationships with other department staff, management, vendors, outside agencies, community groups and the general public. Interpreting and administering policies and procedures sufficient to administer, discuss, resolve, and explain them to staff and other constituencies. Interpreting and applying applicable federal, state, and local policies, laws, and regulations. ??Providing technical expertise and assistance in administering the project control functions for contracts and projects in the capital program. ??Collecting, evaluating, and interpreting information and data from multiple sources. ??Conducting research and analysis and providing appropriate recommendations based on findings. ??Analyzing and reviewing financing plans and related budgetary information to determine impact on projects. ??Preparing clear and concise analytical, administrative and financial reports. ??Assisting with budget preparation and administration. ??Responding to inquiries and in effective oral and written communication. ??Maintaining good customer relations with positive customer service orientation. ??Applying project management techniques and principles. ??Working cooperatively with other departments, Agency officials, and outside agencies. ??Monitoring program/project operating budgets, costs, and schedules.
Physical Demands / Work Environment: ??Work is performed in a standard office environment. ??Subject to standing, walking, bending, reaching, stooping, and lifting of objects up to 25 pounds.
The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.
It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees.
