Project Control Specialist - $55K-$115K - PROJE002276
Location: Seattle, Washington
Type: Full Time
Preferred Education: 4 Year Degree
Internal Number: PROJE002276
Salary range is $55k to $115k, with a midpoint of $85k. New hires typically receive between minimum and midpoint, however, we may go slightly higher based on experience, internal equity and market.
Under general direction, the Project Control Specialist performs professional duties involved in serving as technical expert for project control functions for assigned contracts and projects including budget development, monitoring and reporting, contract/project set up, establishment of Work Breakdown Structures (WBSs), account codes, rules, and cost allocations, developing and reporting of accruals, invoice processing, requisition, and change order preparation and processing; and staff utilization and project progress reporting for the monthly and quarterly progress reports. Participates in project/contract risk assessment, mitigation, control, and reporting. Develops and provides training on project control policies and procedures; serves as technical advisor to assigned project managers on project controls systems, policies, and procedures; participates on committees evaluating financial management system modifications/process updates and provides training to internal staff and project consultants in use of financial management systems; provides guidance and coordinates work activities with other project control staff assigned to assist in meeting project progress, monitoring, and reporting requirements; and coordinates activities with outside agencies, contractors, and consultants as necessary.
The following duties are 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.
• Administers project control functions for small to medium size projects and contracts as assigned; develops a Work Breakdown Structure (WBS) for new projects, and as projects evolve, based on established standards and guidelines; develops appropriate account assignment for all WBS elements and coordinates with budget and finance for review and setup of new WBS elements and accounts; reviews reports for correct setup of new WBS elements and accounts. Monitors use of accounts and recommend corrections when necessary.
• Assists and coordinates with the project team for assigned projects through the project baselining process and ensures all requirements are met and required documents are prepared to support the baselining of a project. Prepares and presents project baseline project control information to the Executive Director. Supports project managers/directors in the preparation of baseline documents required for other approvals (i.e. Phase Gate, Sound Transit Board).
• Administers construction and professional services contracts as assigned including contract setup, progress payment processing, and review for compliance with contract terms; development WBSs and assignment of account coding and Grant ID’s and entry of contract costs into Contract Manager System (Primavera Contract Manager); monitoring project performance against plan; provides progress reporting relative to planned data; provide variance analysis and forecasts cost to complete; participates in project/contract risk assessment, mitigation, control, and reporting.
• Performs change control management; gathers change documentation including independent cost estimate (ICE), scope, cost proposal/estimate, and change control board (CCB) change request, reviews and validates scope of work, assembles change order for internal processing, evaluates change requests and ensures appropriate approvals are obtained; reports on progress and provides analysis of associated risks for trend reporting; tracks changes in Contract Manager System and coordinates with consultants and contractor’s as needed to ensure contract compliance; establishes cost exhibit to accurately reflect task work breakdowns; sets up schedule of values/bid items in Primavera Contract Manager and develops allocation or distribution rules for accurate accounting of costs against the contract.
• Utilizes an Earned Value Management System (EVMS) to analyze contract/project performance metrics including cost and schedule variances, estimate at completion, and provide narrative report in accordance with the project controls policies and procedures. Present results to manager/supervisor and the project manager/ director.
• Participates in the planning, procurement negotiation, and set up of new contracts; develops a work breakdown system (WBS) based on specific project/contract requirements, creates account codes and rules, and routes requisition to obtain PO; and interfaces with project manager, coordinator.
• Reviews, tracks, and forecasts project costs; tracks contract budgets at a task level; reviews contract payments and prepares cost reports; reviews reports for overruns to working budget; reports overruns and/or potential overruns for corrective action; forecasts estimate for completion (EFC) by phase and documents variances; tracks potential change orders and trends in Contract Manager System.
• Provides support for the development of project budgets and annual spending plans/cash flows including preparing budget worksheets, documenting budget assumptions validating actual expenses, performing variance analyses, forecasting, and updating forecasts for estimated cost to complete.
• Runs capital program cost reports from Agency financial management/reporting systems and reviews variances to budget; identifies budget overruns to the Project Director/Manager; reports variances to Manager/Supervisor.
• Troubleshoots miscellaneous issues related to project and contract administration including status of contract/project, Purchase Order (PO) status, and account code discrepancies; provides guidance on project control policies and procedures, responds to requests for project control support provides training and support as needed on functionality of Agency contract management database (Contract Manager System) and project control policies and procedures; performs variance report analysis for project management; and supports Change Control Board and Phase Gate processes for the project manager.
• Provides support to the division/department and others on matters as directed; serves on 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 project controls; 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.
• Champions and models Sound Transit's core values and demonstrates values-based behaviors in everyday interactions across the agency.
• Contributes to a culture of diversity, equity and inclusion in alignment with Sound Transit’s Equity & Inclusion Policy.
• 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.
• It is the responsibility of all employees to integrate sustainability into everyday business practices.
• Other duties as assigned.
Education and Experience:
Bachelor's Degree in engineering, construction management, or closely related field and four years of experience performing project control functions for large projects; OR an equivalent combination of education and experience.
Preferred Licenses or Certifications:
Certified cost engineer/certified cost consultant by the Association for the Advancement of Cost Engineering (AACEI)
Required Knowledge and skills:
• Operational characteristics, services, and activities of a project control program area.
• Project control, project management, public procurement, contract administration, budget preparation, record keeping and records management, and partnering and negotiation principles, practices, and procedures.
• Scheduling, estimating, risk management, and earned value principles and techniques. Work breakdown structure and its application to scope of project work.
• Methods and techniques of data collection, research, report preparation, and financial analysis.
• Budget control/monitoring techniques.
• Various financial management systems.
• Pertinent federal, state, and local laws, codes, and regulations.
• Principles of business letter writing and basic report preparation.
• Principles of customer service.
• Modern office procedures, methods, and equipment including computers and computer applications such as word processing, spreadsheets, charts, graphics, and presentations.
• Project control functions including scheduling, estimating, risk management, and earned value management and reporting
• Utilizing personal computer software programs affecting assigned work and in compiling and preparing financial data 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 project control policies and procedures.
• Utilizing contract/financial management systems including relational databases and budget preparation monitoring and reporting systems.
• Demonstrating a positive customer service orientation.
• Communicating across all levels of the organization and with project stakeholders. Using technical concepts and general project management tools and techniques to effectively coordinate project control activities and functions to creatively and effectively solve complex problems.
• Reviewing and evaluating changes to contract terms.
• Preparing clear and concise analytical, administrative, and financial reports.
• Budget preparation and administration.
• Applying project management techniques and principles.
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; may occasionally be exposed to dangerous machinery, potential physical harms, and extreme noise when conducting site visits and when working in the field.
• The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.
Sound Transit is an equal employment opportunity employer. No person is unlawfully excluded from employment action based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status or other protected class.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)
Sound Transit plans, builds and operates regional transit service throughout the urban region of Seattle.
Sound Transit is currently experiencing major growth and is in the process of planning and building the most ambitious transit expansion in the country. Named by Kiplinger’s as one of the “10 Best Cities to live in the Next Decade”, Seattle is a vibrant city surrounded by unmatched natural beauty, economic opportunity, cultural events and educational excellence. It is home to a diverse and growing population with hundreds of thousands of commuters riding Sound Transit services daily.
We contribute toward this growth by providing the community with quality service that will generate a better quality of life for commuters and Seattle as a whole. This is an exceptional opportunity with a progressive organization that offers growth potential both professionally and personally. We offer an attractive compensation package to include competitive benefits and a chance to have a positive impact on the environment as well as becoming a key contributor toward Seattle’s quality of life. Join Sound Transit and be a part of its culture which is built around inclusion and respect where everyone is treated fairly and every voice is heard.