Project Manager, Administrative Management

The Project Manager is responsible for providing complex administrative and project management support to the Maintenance Department. Must exercise good judgement, work independently, and maintain courteous and cooperative working relationships with administrative and other County personnel, public agencies, and the general public, and work under the guidance of Local/State/Federal regulations and County policies/procedures.

• Oversee maintenance and improvement projects via third-party contractors as assigned by Director.
• Conduct contract-award processes consistent with legal and policy requirements.
• Oversee third-party contractors to ensure adherence with contract scope, budget, and timelines.
• Perform project close-out, including documentation, archiving, and warranty-registration.
• Maintain Department safety procedures; monitor for required updates.
• Maintain and update County Energy management program.
• Receive work orders and assign to staff; track costs associated with work orders in work order system.
• Oversee maintenance projects performed by County staff to ensure timely and high-quality performance within budgeted limits.
• Complete special projects as assigned by the Maintenance/Solid Waste Director.
• Oversight of the County door lock system; assign accounts to new users; run reports as needed.
• Track and maintain warranties and contracts on building equipment.
• Interact with vendors and keep up to date on current maintenance trends.
• Seek out and apply for grant opportunities.
• Manage grant performance; ensure objectives and deliverables are met and grant funds are properly monitored and reported.

• Perform ongoing scheduling of regular facilities maintenance, including coordination with County departments and preparation of corresponding budget estimates and timelines.
• Catalogue and file as-built drawings, warranties, photos, and other exhibits and documents.
• Prepare weekly bill-payment vouchers.
• Prepare and distribute reports internally and to various government offices.
• Research grant opportunities; perform and/or coordinate grant applications and management of awarded projects.
• Prepare a variety of correspondence and other written materials, including data entry.
• Provide legal notices to local newspapers and the public via email, letter, County website, etc. as directed.
• Maintain filing systems and correspondence logs; recommend ways to improve efficiencies; implement new policies/procedures and train department staff accordingly.
• Schedule meetings, make room arrangements and send out schedule changes and notices; coordinate functions and activities; set up rooms and equipment required.
• Act as the Public Records Officer for the Maintenance Department; oversee records management requirements and public disclosure requests.
• Serve as clerk to various meetings as assigned; prepare materials and compose minutes.

• Assist Maintenance staff in the event of an emergency.

This job description is a summary of the primary functions and expectations for this position. Additional department-related duties may be assigned as required.

• High School diploma or GED.
• Bachelor’s Degree in Project Management, Construction Management, or Safety & Health Management.
• Three (3) years of experience providing project and administrative support, preferably in a government or legal office.
• An equivalent combination of education and experience which provides the knowledge, skills, and abilities necessary to perform the work required may substitute for the minimum qualifications above at the discretion of the Facilities Director.
• Valid Washington State driver’s license.
• A criminal history and background check will be performed on qualified applicants. Convictions may preclude candidates from employment in certain circumstances. Factors such as relativity to the position, age and time of the offense, seriousness and nature of the violation, and rehabilitation will be taken into consideration.

Work is primarily performed in an office setting with occasional need to work in non-office environments. The position requires the ability to sit for extended periods of time, stand,…