Project Controls Administrator

Under general direction, the Project Controls Administrator supports capital project delivery by managing project controls functions, including schedule tracking, budget monitoring, cost analysis, and documentation oversight. The position provides independent oversight of cost, schedule, and performance, advising project management on risks and corrective actions to ensure projects are delivered on time, within budget, and in compliance with applicable regulations and agency requirements.

The following statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

• Manages project controls for capital projects, including tracking schedules, budgets, expenditures, milestones, and deliverables.
• Prepares, maintains, and updates project schedules, cost tracking logs, budget reports, and project dashboards.
• Monitors project expenditures against approved budgets and identifies potential variances, delays, or funding issues.
• Reviews invoices, reports, and project documentation for accuracy, completeness, and compliance with funding requirements.
• Analyzes project costs and provides recommendations to ensure alignment with available funding sources.
• Coordinates with project managers, contractors, consultants, and internal/external stakeholders to gather updates and maintain accurate project records.
• Maintains comprehensive project files, including contracts, task orders, invoices, schedules, reports, and closeout documentation.
• Prepares and delivers project status reports, presentations, and updates to management and executive committees.
• Tracks project milestones and follow-up actions to support timely and compliant project delivery.
• Assists in developing departmental budgets.
• Manages procurement coordination, grant reporting, and compliance for federally and state-funded projects.
• Assists with project closeout, including reconciliation of costs, preparation of final reports, and ensuring complete documentation.
• Develops and reviews detailed project plans using structured methodologies and ensures alignment across multiple initiatives.
• Utilizes project management and reporting tools (e.g., Microsoft Excel, Project, Word, PowerPoint) to track and communicate project performance.
• Performs related duties as assigned.

• Principles of Critical Path Method (CPM) scheduling and earned value management (EVM).
• Procedures for scheduling, planning, and delivering engineering and construction projects.
• Organizational planning and resource allocation.
• Strategic capital program management.
• Public sector leadership and administrative practices.
• Cost estimating, cost control, and budget monitoring practices for capital projects.
• Microsoft Office Suite (Excel, Word, PowerPoint) and project controls software such as Microsoft Project, Primavera, or similar systems.
• Public agency financial systems and processes, including general ledger, accounts payable/receivable, account coding, and financial reporting.
• Development and implementation of project schedules, timelines, and performance tracking/reporting tools.
• Federal, state, and local procurement regulations, including grant-funded project requirements (e.g., FTA compliance).
• Principles and practices of public sector contract administration and project delivery.

• Communicate effectively with project managers, consultants, contractors, regulatory agencies, and internal stakeholders.
• Facilitate project meetings, coordination sessions, and stakeholder workshops.
• Work independently, prioritize tasks, and manage competing deadlines with minimal supervision.
• Monitor, analyze, and report on project schedule, cost, and performance metrics.
• Present project controls information clearly to management and executive leadership.
• Manage multiple capital projects and assignments concurrently without formal authority.
• Develop and implement strategies to support on-time, on-budget project delivery.
• Ensure compliance with RTD policies, as well as applicable federal, state, and local regulations.

Bachelor’s degree in Project Management, Business Administration, Public Administration, or a closely related field; or a minimum of four (4) years of professional experience in operations administration, project coordination, program administration, or a related area.

• A valid California Class C…