Project Administrator for River & Watershed Assignment
City of Santa Fe Park and Open Space Division
Location: Santa Fe, New Mexico
This is a pay range. Pay depends on many variables including experience and education.
2 Year Degree
Internal Number: 788-4
Performs a variety of project management and administrative tasks related to the planning, design, construction, budgeting, forecasting, and reporting on of assigned projects and programs.
Works with department and division directors to assist in the development of project funding, scope needs, team building, and data analysis; works with various groups to determine project scopes, requirements, budgets, forecasting, and schedules; provides feedback and support to these groups during project implementation.
Prepares and manages RFQ/RFP/RFB’s and contracts of various project types and scopes; processes approval documents, change orders, amendments, and close-out documents.
Analyzes and evaluates operations, practices, policies, and procedures; identifies special projects to improve operations and ensure compliance; develops and implements plans for regulatory and/or special projects; reviews, develops, and recommends policies and procedures.
Performs a variety of project management; oversees development of diverse projects for city-wide departments and divisions; manages in-house and contracted projects involving coordination with a wide range of agencies and departments; ensures projects are completed in accordance with contract scope, plans and specifications, appropriate codes and regulations, and procurement requirements.
Manages all aspects of capital improvement, maintenance and other projects and programs as assigned including, but not limited to, planning and project development, conceptual design, developing project plans, developing, and securing cost estimates, supporting achievement of funding, tracking and reporting on budget and progress, procurement, contracting, public involvement, stakeholder communication, overseeing construction.
Ensure projects meet objectives by coordinating with internal staff, agencies, task forces, businesses, and neighborhood groups to determine project requirements, budgets, and schedules.
Conducts quality surveys as required including survey questionnaire design, quantitative analysis including survey results encoding, and report writing.
Researches, prepares, and submits applications, including but not limited to grant applications, to obtain funds for projects. Assists with budget preparation and grant applications; manages assigned budget and grant funding and ensures compliance; compiles statistics, prepares and files reports as required; compiles specific project information to record progress of each project.
Projects include programming.
Routinely reports to department/division director on status of existing projects.
Attends all meetings related to assigned projects including Council Committees, Governing Body and public meetings.
Performs various administrative support duties; prepares correspondence and reports; answer phones and responds to inquiries; prepares and maintains project files and records; provides documentation to staff, stakeholders, and the public as appropriate; orders office supplies, enters purchase requisitions, and monitors inventory.
Schedules and chairs regular project meetings with internal stakeholders, contractors, and consultants. Tracks issues and ensure efficient and thorough resolution.
Act as direct contact to public on issues related to assigned responsibilities and respond timely to complaints and functions.
Coordinates construction phasing with senior leadership, facility staff and contractors to ensure work is performed in the least disruptive and efficient fashion in accordance with plans, specifications, appropriate codes, and other requirements.
Oversees and reviews consultant, internal staff and contractor work for quality and completeness. Reviews invoices for correctness and approves for payment.
Serves on committees as assigned; schedules and coordinates meetings; attends meetings and takes and transcribes minutes; prepares meeting packets and agendas.
Assists and supports city staff with technical requirements and problem solving; works with management staff to identify issues, problems, and constraints effecting efficient and effective operations.
Maintains division project archives; codes and references libraries and provides available documents and resources to city staff, stakeholders, and the public as appropriate.
Works with Youth and Family Services Program Manager and respective managers to develop project objectives, scope of work schedules and budget needed.
Performs other duties as assigned.
Prepares, justifies, and/or administers the budget for program areas; plans, administers, and monitors expenditures to ensure cost-effective support of programs and policies; assesses financial condition of an organization.
Develops goals, documents performance, reviews, develops, and/or modifies work plans, methods, and procedures, determines work priorities.
Provides work instruction, assists employees with difficult and/or unusual assignments, and encourages innovation.
Resolves problems, mediates conflicts encountered during daily operations, determines appropriate solutions, and promotes teamwork. Encourages regular communication and informs staff of relevant business issues and their impact on the organization.
Develops work schedules to provide adequate staff coverage and approves leave and timesheets. Assigns and distributes work, reviews work for accuracy and completeness, and returns assignments with recommendations for proper completion.
Provides performance feedback and formally evaluates the work of employees.
Conducts hiring interviews and selects candidate(s) for job opening(s).
Provides reward and recognition for proper and efficient performance.
Assists staff to achieve performance standards and identifies opportunities for continual improvement and development to performance standards.
Documents causes for disciplinary action, initiates letters of reprimand, and makes formal recommendations for disciplinary action. Responds to formal and informal employee grievances and prepares written responses.
Ensures staff is attending training, including safety training on a regular basis.
Additional essential functions for assignment at Public Works/ Storm Water Division
Performs inspections and enforces the City’s Storm Water Illicit Discharge Control Ordinance.
Performs educational outreach to the public including developing press releases, holding public meetings, facilitating tours, and meeting with constituents.
Assists in GIS mapping of the City of Santa Fe’s stormwater infrastructure.
Serves as staff liaison for the Santa Fe River Commission with the City Public Works Department.
Knowledge, Skills, and Abilities
Knowledge of construction management, construction methods, contract administration, government rules and regulations, project management methodology, public involvement methods.
Knowledge of the culture and history of Santa Fe.
Knowledge of basic real estate principles.
Knowledge of OSHA standards and State building code, construction drawings, and research and analysis methods including utilization of GIS system.
Skill in project management methodology including project planning, status reporting, procurement, contracting and contractor management and oversight.
Skill in public speaking and delivering presentations.
Ability to work with diverse groups.
Ability to interpret construction drawings, specifications, and standards.
Ability to prepare grant applications.
Attention to Detail – Ability to be thorough when performing work and conscientious about attending to detail.
Coaching – Provides others with clear direction, motivates, and empowers. Recruits staff of a high caliber and provides staff with development opportunities and coaching.
Conflict Management – Manages and resolves conflicts, grievances, confrontations, or disagreements in a
constructive manner to minimize negative personal impact.
Customer Service – Ability to interact with customers in a friendly and professional manner, ability to work to resolve issues quickly and effectively, and is knowledgeable about products and services.
Deciding and Initiating Action – Takes responsibility for actions, projects and people; makes quick, clear decisions which may include tough choices, after considering risks.
Decision Making – Specifies goals and obstacles to achieving those goals, generates alternatives, considers risks, and evaluates and chooses the best alternative in order to make a determination, draw conclusions, or solve a problem.
Delivering Results – Ability to set high standards for quality, quantity, and timelines. Focuses on customer needs and satisfaction. Consistently achieves project goals.
Interpersonal Skills – Ability to show understanding, respect, friendliness, courtesy, tact, empathy, cooperation, concern, and politeness to others and relate well to different people from varied backgrounds and different situations.
Learning – Uses efficient learning techniques to acquire and apply new knowledge and skills; uses training, feedback, or other opportunities for self-learning and development.
Mathematical Reasoning – Solves practical problems by choosing appropriately from a variety of mathematical and statistical techniques.
Planning and Evaluating – Organizes work, sets priorities, determines resource requirements, determines short or long-term goals and strategies to achieve them, coordinates with other organizations or parts of an organization, monitors progress, and evaluates outcomes.
Reading – Understands and interprets written material, including technical material, rules, regulations, instructions, reports, charts, graphs, or tables; applies what is learned from written material to specific situations.
Resilience – Deals effectively with pressure; remains optimistic and persistent, even under adversity. Recovers quickly from setbacks.
Teaching Others – Helps others learn through formal or informal methods; provides resources to help teach others; acts as a mentor.
Thinking Strategically – Thinks strategically and promotes best practices and leading-edge ideas.
Writing – Writes in a clear, concise, and organized manner for the intended audience.
Written Communication – Composes, reviews, edits, and issues written materials for diverse audiences and communicates purpose in a succinct and organized manner that is appropriate for context, time, and place.
Bachelor’s Degree in business administration, project management, architecture, construction management, engineering, or related field.
Four (4) years of experience in project development, budgeting, and management.
Education and Experience Equivalency
One (1) year of the appropriate type and level of experience may be substituted for each required year of post-high school education. Additional appropriate education may be substituted for the minimum experience requirements.
Licensure and Certifications
Must possess a valid driver's license.
Obtain and maintain a City of Santa Fe driving permit within three (3) months of hire.
Requires the exertion of up to 50 pounds of force.
Requires speaking or hearing and using hands to finger, handle or feel, requires sitting, standing, walking, stooping, kneeling, crouching, or crawling, reaching with hands and arms and lifting.
Standard vision requirements.
Vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly.
Hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound.
Work requires preparing and analyzing written or computer data, using of measuring devices, operating motor vehicles and observing general surroundings and activities.
About City of Santa Fe Park and Open Space Division
We are excited to see that you are interested in employment with the City of Santa Fe.
From the culture and arts to unique experiences and rich history– there are countless reasons to love Santa Fe. It takes many hands to keep a city as dynamic and vibrant as ours running and thriving. The unique energy and spirit that draws people to the City Different begins with the City of Santa Fe. With more than 1,400 employees, City of Santa Fe team members are the heart of Santa Fe. They make a real difference with the work they do every day and have a hand in shaping the future of our city.
Be a part of the city that we all love.
Please contact Human Resources at HumanResources@santafenm.gov or call 505-955-6513 should you have any questions or if you need assistance.