ASSISTANT PROJECT MANAGER

Assistant Project Manager

Classification Title: Assistant Project Manager
Department: Public Works and Engineering
Pay Grade: 16
FLSA Status: Non-Exempt

General Functions
Under the supervision of the Project Manager, the Assistant Project Manager assists in planning, coordinating, and supervising onsite functions (scheduling, material control) and providing day-to-day office duties. Completes the day-to-day tasks involved in planning and implementing a project, i.e., coordinating with vendors, monitoring budget activities, and collaborating with other departments to find resources and information for a project. Supports the Project Manager in the planning and executing of larger, complex projects and ensures projects run smoothly from start to finish. Project Manager provides final review before implementing and closing of projects.

Essential Duties
Coordinates and assists with the planning and implementation of project tasks and deliverables, in managing project resources, timelines, project scope, and change requests.

Monitor project progress and provide project documentation, project budget and expenses, and progress reports on statuses to the project manager.

Liaisons with project vendors and internal clients concerning project details. Assist in developing project plans and schedules, drafting invoices and drawing estimates. Works effectively with project team members and stakeholders.

Conducts administrative duties, such as scheduling, setting up, and conducting meetings, and preparing meeting minutes.

Performs general tasks, which may include making copies, sending/receiving faxes, filing documentation, processing incoming/outgoing mail, answering and/or making telephone calls, delivering documentation to other offices, or running work-related errands.

Assists with the review of proposals/project requirements and coordinates materials procurement. Assists in ensuring project deliverables meet quality standards.

Manages Requests for Information (RFI) submission, tracking, response evaluation, and implementation.

Assist Project Manager with submittal compilation, purchase orders, on-site job walk-throughs, change orders, requests for information, pay application support, and close-out documents.

Assist in identifying and mitigating project risks. Ensures all health and safety protocol standards are followed to prevent injuries and obstacles to project completion, and quickly reports any safety regulation issues.

Performs other duties assigned by the Project Manager in an orderly and efficient manner.

Minimum Education and Experience Requirements
A bachelor's degree in management or a related course is highly favorable for an Assistant Project Manager. At the very least, a high school diploma plus a project management certification with relevant work experience in project management is preferred. Must have 3+ years' experience in project management or project administrative coordination. Must possess and maintain a valid state of Florida driver's license. Must possess or obtain the most current FEMA 100, 200, 300, 400, 700, and 800 Incident Command System certifications within 12 months of appointment to the job.
Proficiency in any management software, Strong written and oral communication skills, Excellent multitasking skills, Ability to work under pressure with minimal supervision, Excellent problem-solving skills and be Detail-oriented and highly organized.

Minimum Qualifications and Standards
Skill Requirements:
Has thorough knowledge of the methods, procedures, and policies of the Public Works & Engineering Department as they pertain to the performance of duties of the Assistant Project Manager. Has thorough knowledge of the organization of the Department and of related departments and agencies. Is knowledgeable in the laws, ordinances, standards and regulations pertaining to the specific duties and responsibilities of the position. Has thorough knowledge of related equipment, tools and materials. Has thorough knowledge of all applicable safety practices and regulations and is able to ensure compliance with such in all department projects. Is able to read and interpret surveys and construction plans, and to perform minor field surveys. Has knowledge of bidding procedures and contract administration.

Has the ability to plan and coordinate the most effective use of personnel and resources to achieve department goals. Knows how to apply supervisory and managerial concepts and principles; has knowledge of administrative principles involved in listening, developing, directing and supervising various programs and related activities. Has the ability to offer instruction and advice to subordinates regarding departmental policies, methods and regulations. Is able to provide effective feedback and guidance and make recommendations based on results. Has the ability to train and motivate subordinates in the use of equipment through written and/or instructions and physical demonstrations. Has the ability to offer assistance to subordinates, co-workers and employees of other departments as required.

Has the ability to correctly plan, organize and prioritize daily assignments and work activities. Has the ability to learn and utilize new skills and information to improve job performance and efficiency. Is able to read and interpret technical materials pertaining to the responsibilities of the job. Is able to prepare and maintain accurate records and reports. Has knowledge of the terminology and various professional languages used within the department. Knows how to maintain effective relationships with personnel of other departments, professionals and members of the public through contact and cooperation.

Has thorough knowledge of basic mathematics. Is able to compile, organize and utilize various financial information necessary in the preparation of division budget, and knows how to prepare and monitor the budget.

Must be physically able to comprehend and operate a variety of machines and equipment including a computer, telephone, calculator, hand tools, etc.

Has knowledge of applicable occupational hazards and safety precautions. Knows how to react calmly and quickly in emergency situations.

Responsibilities:
Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high-quality communication and interaction with internal and external entities with whom the position interacts.

Performs described Essential Functions and related assignments efficiently and effectively in order to produce the quantity of work that consistently meets established standards and expectations. Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives, policies, standards and prescribed procedures. Maintains accountability for assigned responsibilities in the technical, human and conceptual areas.

Exercises analytical judgment in areas of responsibility. Identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate and researches issues, situations and alternatives before exercising judgment.

Physical Demands and Working Environment
Primarily indoor professional office environment, which can consist of possible bright/dim light, noise, fumes, odors, and traffic.
Occasional outdoor work environment and may be exposed to outside weather conditions, varying temperatures, excessive noise, and/or potential hazards.
Mobility around a job/construction site to include walking, bending, crawling, climbing, squatting, or kneeling and wearing of required Personal Protective Equipment (PPE).
Frequent and prolonged use of standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Occasional lifting or carrying up to 20 pounds.
Occasional pushing or pulling up to 20 pounds.
Occasional reaching outward or above shoulder.
Capacity to visit Project work sites in various stages of completion; traversing over construction type terrain when under development; moving through the construction site and the materials in place for use on the site; climbing ladders and temporary stairways; conduct visual inspections for quality of construction and materials being used in construction.

Other:
It is understood that every incidental duty connected with operations enumerated in the job description is not always specifically described, and employees, at the discretion of the City, may be required to perform duties not within their job descriptions.

Type : INTERNAL & EXTERNAL

Posting Start : 06/13/2025

Posting End : 12/31/9999

MINIMUM HOURLY RATE: $23.14