Provides support to Facilities Services Division (FSD) staff in program controls activities related to cost control, budget control, data management, reporting and the project/program control system
Identifies best practices and coordinates the development and implementation of project controls initiatives, scheduling and budget tools and procedures to support these best practices
Develops new program and project control processes and procedures related to budgets, estimates, schedules and roll up of program information.
Trains program controls staff and relevant staff throughout FSD on program controls policies, procedures, tools and best practices.
Conducts hands on, detailed analysis and validation of data to ensure accuracy and reasonableness.
Interfaces with Senior Management to support decision making.
Organizes program and project level data to enable timely and accurate reporting.
Assists in the development of the Strategic Execution Plan (SEP).
Develops metrics, reports analysis that aid in the improvement and efficiency of program management and project execution.
Collaborates with Facilities departments to analyze and document business processes, identify any gaps and provide potential solutions to enhance user experience and efficiency.
Works as liaison between FSD and Information Technology Services (ITS) staff, managing application deliverables requested by various departments and facilitating end user testing through acceptance by FSD target users.
Communicates and coordinates daily with key users from various Facilities departments to identify their data needs and collaborate with ITS staff to get the necessary data from across one or more systems.
Assists with fiscal year-end bond program activities including validation of contracts, purchase orders, work orders, and budget authority used to determine closeouts and rollovers.
Prepares responses to internal and external audit requests and assists in remediating any issues with past audits. Identifies and informs Facilities users of any potential issues ahead of audits and supports in the document processing for the auditors to review. Reviews data to ensure accuracy and integrity of the data being presented to the auditors.
Supports Job Cost process to manage projects executed by Maintenance & Operations (M&O) staff and external vendors. Tracks budget and expenditures by programs and schools for accountability.
Aids Facilities users in time reporting and resource tracking to ensure timely payroll run for job cost employees.
Collaborates with M&O areas to establish inventory controls and assists with semi-annual balance reconciliation. Provides reports to support year-end closeouts & inventory audits.
Organizes data extracts and presents procurement reports to Facilities users.
Assists M&O leadership and departments with program review report, KPIs, and dashboards for book meetings.
Maintains Custodial allotment/scheduling data and ensures allocation with Area Operations supervisor. Assists in scheduling pest inspections and prepares materials for IPM meetings.
Assists Complex Project Managers (CPMs) in overseeing State mandated SARC inspections, by organizing the data/ school site plan.
Performs other duties as required
Minimum Requirements
Required Experience:
Twelve (12) years of full time paid professional industry experience working on program or project controls in any public agency Building or Infrastructure Engineering and Construction projects, using state-of-the-art productivity and controls tools such as Microsoft Office, Oracle Primavera Project Planner, Unifier, Contract Manager, Expedition, Maximo or similar
Seven (7) years of experience in business analysis and understanding business processes, and/or business process re-engineering
Experience working closely with stakeholders including clients, users and management to coordinate work efforts across multiple groups to ensure that project goals are met within the established timeframes
Required Skills:
Knowledge of data aggregation, financial and Program/Project Management software (e.g., Contract Manager, P6, SAP, IBM Maximo etc.)
Strong conflict resolution, negotiating and influencing skills
Experience in program management or overseeing multiple inter-related projects to successful conclusion
Strong communication and collaborative skills
Excellent written and verbal skills
High proficiency using Productivity/Office Tools, e.g. MS-Visio, MS-Project, MS-Excel, MS-Word, MS PowerPoint
Preferred Experience:
AEC industry experience strongly preferred; LAUSD experience preferred
Project Management Professional (PMP) preferred
Reporting Tools, e.g., BIRT, Tableau, Crystal Reports, Actuate, or others
Report Development Tools, e.g., Toad, Business Objects/Crystal Reports, Oracle APEX
Required Education:
Graduation from a recognized college or University with a bachelor's degree
Completion of a bachelor's degree or master’s degree in Engineering, Computer Science, Information Technology or Systems Engineering is preferred.
Candidates who do not meet the education requirement may compensate experience on a year-for-year basis
