If you are selected for interviews, the oral board panel will tentatively be held virtually on December 21st. If selected to move forward, second round interviews will be held in person, tentatively the week of January 2, 2023.

Please note: The City of San Luis Obispo is currently offering a lump-sum incentive for some positions which may be valued up to $5,000 and in addition the City is also honoring service credit towards vacation accrual for completed public sector years of service. For those who are out of the county of San Luis Obispo, up to a $10,000 relocation assistance may be available.

JOB SUMMARY:

Provide overall management and support of the administrative and non-technical aspects of the City’s Capital Improvement Program. This includes financial, budgetary, reporting, and communications functions. Lead communication efforts regarding capital improvement projects through coordination of regular reporting to various audiences and stakeholder outreach; regularly monitor progress on projects related to asset replacement, annual asset maintenance, and the development of new assets. Assists in obtaining Council and Advisory Body direction on Capital Program and projects.

CLASS CHARACTERISTICS:

This single-position, mid-management classification performs highly complex program and project management duties requiring the use of independent judgment and initiative. The incumbent works closely with upper management to develop and implement policies and procedures; prepare and deliver reports and presentations to commissions, community groups, and internal departments; and develop and administer the City’s Capital Improvement Plan and associated budgets. It is distinguished from other management classifications by its focus on managing the administrative and non-technical aspects of the City’s Capital Improvement Program.

SUPERVISION RECEIVED AND EXERCISED:

Receives general direction from the Public Works Director or designee within a framework of broad policies and procedures and established organizational values and processes. May provide direction to staff as it relates to Capital Improvement Program budgeting and project management.

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

(Any one position may not include all of the duties listed nor do the listed examples include all tasks that may be found in positions of this class.)

• In collaboration with department heads and related staff, leads the development and production of the annual Five-Year Capital Improvement Plan (CIP).
• Performs annual review and assessment of the Five-Year CIP document and makes recommendations for improvements or changes.
• Works closely with Public Works Director and City Engineer to coordinate CIP work, taking responsibility for communications, budget, and CIP reporting.
• Coordinates work of CIP Review Committee to review project proposals and scope, determine project phasing, assign project managers, review and evaluate the draft CIP budget document, and report CIP project progress on a regular basis.
• Assists in determining the priority of maintenance and capital projects related to existing assets and new facilities.
• Interprets and applies relevant codes, ordinances, rules, and regulations.
• Participates in the development and implementation of policies and priorities, and develops and standardizes procedures and methods to improve the efficiency and effectiveness of assigned functions; identifies opportunities for improvement and makes recommendations related thereto.
• Plans, prepares, and communicates schedules and progress of project activities and expenditures, and assist others in establishing project schedules and milestones; develops critical path or project flow diagrams to plan, set, and evaluate progress on project tasks for multiple projects.
• Reviews and provides input, as necessary, on staff reports regarding capital projects.
• Monitors and analyzes changes in regulations that may affect assigned functions and operations; recommends and develops changes to department and City policies and procedures as needed pursuant to changes in regulatory requirements; implements changes after approval.
• Manages the consultant and contractor selection process and may supervise consultants retained to provide particular expertise in capital projects.
• Leads development of CIP reports, with responsibility for quality assurance and control of reporting.
• Monitors CIP budgets to identify unused budget amounts in projects that appear dormant, inactive, or unable to be finished, and assists management in determining actions for unused budget amounts.
• Works with CIP Engineering and Finance Department staff to track budget-to-actual comparison of CIP projects, including reporting results to executive staff and following up with departments as needed on corrections, budget transfers, or related tasks.
• Serves as a lead manager on the project team for debt issuance for capital projects.
• Prepares and presents progress reports in both written and verbal format to the City Council, City Manager, and others and includes updates on scheduling, budgeting, and issue resolution alternatives.
• Serves as staff representative to a variety of City and outside commissions, boards, and committees as assigned.
• Plans and coordinates CIP-related communications efforts, including internal and external communications, public presentations, and council meetings.
• Provides information to other City departments and divisions regarding the policies and procedures of assigned functions; interprets policies and procedures for departments.
• Facilitates the effective flow of communication among the City Manager’s Office, Finance Department, Public Works Department, and other City departments during the annual CIP budget preparation and implementation.
• Collaborates with the Human Resources and Public Works staff in recommending and implementing actions to reduce the City’s liability over claims associated with capital infrastructure or capital assets.
• Performs related duties similar to the above in scope and function as required.

KNOWLEDGE AND ABILITIES:

Knowledge of:

• Applicable Federal, State, County, and local laws, regulatory codes, ordinances, and organizational policies and procedures relevant to the assigned areas of responsibility.
• Organization and management practices as applied to the development, analysis, and evaluation of programs and operational needs of the assigned functions.
• Project and/or program management, analytical processes, and report preparation techniques.
• Capital project terminology, principles, and practices.
• Budget development and management.
• General principles of municipal planning, facility development, and project administration.
• Relationships among Federal, State, and local programs.
• Public administration and management principles.
• Reporting principles and procedures.
• Modern office practices, methods, and computer equipment and applications related to the work.
• Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
• Techniques for providing a high level of customer service to City staff, in person and over the telephone.

Ability to:

• Coordinate, manage, and track multiple project activities on several projects concurrently.
• Coordinate and oversee programmatic administrative, budgeting, and fiscal reporting activities.
• Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
• Interpret laws, legislative ordinances, administrative policies and procedures.
• Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports.
• Effectively represent the department and the City in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.
• Develop and deliver communications related to capital projects to the public, City Council, and City Administration.
• Establish and maintain reporting tools to provide consistent, accurate, and responsive capital project status reports.
• Track, analyze, and interpret capital project trends and make recommendations on policy or process changes to address issues.
• Plan, organize, and ensure the completion of work assignments and, as applicable, the work of others.
• Operate modern office equipment, including computer equipment and specialized software applications programs.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Communicate clearly, concisely, and persuasively, both orally and in writing.
• Establish and maintain effective and cooperative working relationships with City employees and the public.
• Work with diverse populations and maintain an inclusive environment.

EDUCATION AND EXPERIENCE:

Graduation from a four-year college or university with major coursework in public administration, business administration, finance, accounting, political science, engineering, construction management, or a related field.

and

Four years of increasingly responsible professional-level experience in one or more aspects of program administration, which includes experience working in project management and analyzing and reporting financial data in a municipal or similar setting.

or

An equivalent combination of education and experience.

A master’s degree in public administration, business administration, finance, accounting, political science, engineering, construction management, or a related field is desirable.

POSSESSION AND MAINTENANCE OF:

• A valid California class C driver's license and a satisfactory driving record.

THIS POSITION WILL BE REQUIRED TO COMPLETE THE FOLLOWING BEFORE A FINAL OFFER IS MADE:

• Livescan Fingerprinting (DOJ)

For a detailed spreadsheet of employee benefits by bargaining group, please view our Benefits Summary.

Retirement: California Public Employee's Retirement System (PERS). The City participates only in the medicare portion of Social Security.

Health: the City has a cafeteria plan for health, dental and vision insurance and contributes towards medical insurance. Employees may choose from several health insurance options. There are also two dental plans to choose from. See the Benefits Summary link to determine the contribution amount.

Life and Accidental Death and Dismemberment (AD&D) Insurance: group term life and AD&D insurance is provided for all regular employees. The amount of coverage varies depending on the classification. Employees may purchase additional life and AD&D insurance for themselves and their dependents.

Vacation: employees receive 12 days per year increasing to 20 days after 20 years.

Holidays: employees receive 12-13 days per year depending on the classification.

Sick Leave: employees receive 12 days per year.

Administrative Leave: is a benefit available to management employees. The number of administrative leave hours varies depending on the classification.

Flexible Work Schedule: is available to many positions within the City organization.

Long Term Disability Insurance: is available for regular employees. The amount of benefit and contribution by employee varies by classification.

Deferred Compensation: is available for employees to set aside a portion of their salary on a pre-tax basis to supplement retirement.

Wellness Program: offered to help employees gain knowledge, skills and motivation to improve the quality of their lives and well-being.

Employee Assistance Program: a counseling and consultation service designed to help employees and eligible family members with a wide range of personal issues.

Flexible Benefits Program: available to help employees save taxes on: (1) Pre-tax health insurance premium deductions, (2) Unreimbursed/ uncovered medical expenses, and (3) Dependent care expenses.

Tuition Reimbursement: up to $1500 annually for job-related educational costs is available to employees who have passed probation.

Trip Reduction Incentive Program (TRIP): incentives are available for employees who voluntarily participate in alternative forms of transportation to and from work.

Computer Purchase Program: interest-free loans to employees who have passed probation and who purchase computers for personal use with City approved software configuration.

Professional Association for City Employees (PACE): voluntary organization for professional development training classes, monthly membership meetings with a variety of speakers, and social functions designed to facilitate interaction with employees from all departments in a relaxed setting away from work.