What are the responsibilities and job description for the PMO Manager position at State of Washington?

Salary : $104,232.00 - $140,172.00 Annually

Location : Thurston County - Olympia, WA

Job Type : Full Time - Permanent

Job Number : 24 IT PMM 0968a

Department : Office of the Secretary of State

Division : Information Technology

Opening Date : 12 / 05 / 2024

Closing Date : Continuous

Salary Information : The high end of the salary range, Step M is typically a longevity step

Description

The Office of Secretary of State (OSOS) offers some of the most unique and diverse job opportunities in state government. Its critical responsibilities include : ensuring a fair and accurate elections process; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities. The Secretary of State also administers vital community programs that inspire giving, document our history, and assist crime survivors in avoiding further abuse. This independent office under the state Constitution operates from facilities in the Olympia area and statewide.

The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, collaboration and teamwork. It is committed to both employee growth and work-life balance. The benefits of working in state government also include potential eligibility for the federal program. Visit our website at :

The Division of Information Technology (IT) is a support arm of the entire organization-touching every program, every division, all staff members, and most stakeholders. IT is a division comprised of several programs that drive OSOS operations. These programs include : Applications Development, Systems Administration, Service Desk Support, IT Project Management and IT Policy and Planning. This IT position maintains expertise in a wide range of technology and their application to customers.

Project Management Office Manager

Permanent, Full-Time

This position works as the Project Management Office (PMO) Manager, supervising a team of project managers and business analysts. This position ensures the successful implementation of OSOS information technology strategy, portfolio management and IT policy for the agency.

This position is primarily assigned to technical infrastructure projects that require detailed planning and execution and responds to constant changes in technology and best practices. Successful projects are measured not only by budget, schedule, and functional constraints, but also by the value provided to the agency. Major outcomes affect the efficiency and effectiveness of staff in attaining agency goals.

This section works closely with IT professionals, project managers, application developers, customers, industry analysts, and staff from the State central IT organizations (WaTech ) to provide coherent direction, strategy, and critical enterprise support for initiatives.

This position maintains a broad, deep understanding of OSOS's business as well as a broad understanding of IT disciplines including IT Architecture, IT Security, IT Project Management, IT Quality Assurance, and IT Service Delivery.

Duties

Manage the Project Management Office

Tasks include :

Supervises the project management and business analyst staff, using extensive business and technical knowledge to meet changing business conditions.
Analyzes project workload using IT Portfolio Management and Agile best practices.
Identifies resource constraints or areas of capacity across the enterprise and makes recommendations or takes action appropriately.
Ensures PMO staff follow OSOS business goals and IT strategies are in alignment with their assignments.
Encourages and supports innovative solutions to complex and difficult challenges in the implementation and sustained operations of IT solutions.
Develops and implements work plans and technical guidance to ensure delivery of information management system projects and support activities (operational and project activities).
Performs personnel tasks including hiring, leave requests, timesheets, performance evaluations, training plans, and other personnel actions.
Maintains working knowledge for all state and agency personnel policies and procedures.
Mentors subordinate staff on achieving goals and developing necessary skills that get results.

IT Portfolio and Risk Management

Tasks include :

Employs advanced knowledge in service delivery, resource management, vendor management, risk management, and strategic planning to oversee all IT projects ensuring alignment with OSOS mission and business strategy.

Responsible for maintaining a wholistic view of all IT projects, evaluates their progress, ensures all stakeholders are informed and escalates risks and issues when discovered.

Analyzes project and maintenance workload across the enterprise, identifies budget shortfalls, resource constraints or areas of capacity and makes recommendations or takes action appropriately.

Negotiates the use of resources across multiple projects and initiatives, based upon capacity planning data.

Sets and approves technology project priorities in support of OSOS priorities and business needs.

Works with IT architecture and leadership to develop and maintain the technical roadmap for OSOS applications and infrastructure, identifying critical path milestones (modernization, rationalization, sunsetting, etc.).

Evaluates the gravity of risks and develops risk management controls and systems.

Works with OSOS staff to develop decision packets, vendor solicitations, fiscal notes, budgets, technology acquisitions to resource future technology investments.

Agency-wide Project Management Strategic Planning

Tasks include :

Works collaboratively across business and technology units to develop the strategic direction of technology assets and investments.

Leads the discussion to manage technology service delivery and identify opportunities for improvement

Performs agency and program level project and operational maintenance coordination.

Collaborates with OSOS leadership to provide the current lifecycle status regarding our current technology environment and future opportunities with detailed options.

Uses broad and deep understanding of the project management discipline to propose changes to project management processes for the agency.

Manages dependencies between multiple projects and work streams to ensure efficient use of staff resources and work efforts.

Ensures lessons learned from project retrospectives are documented and considered in future projects to tailor and improve project management practices.

Conducts presentations for various groups, such as management teams, steering committees and business teams to keep them apprised of project progress.

IT Policy Coordination. Uses experience with state and federal policies, technology and security standards and best practices to ensure IT projects adhere to legal, regulatory and organizational requirements.

Tasks Include :

Works with OSOS leadership to ensure IT policies are documented, published and approved.

Ensures policies are routinely updated to stay current with industry trends, new technologies, etc.

Proactively keeps up with new state and federal policy requirements, ensuring internal governance, standards and processes are in compliance.

Researches the impacts of trends and initiatives that impact OSOS.

Communicates key policy changes that impact the division to IT leadership.

IT Project Management

Tasks :

Develops IT project plans, sets and manages project schedule to include detailed work breakdown structure, manages budget and product backlog, develops and implements communication plans and strategy, staffing plan, and other project management artifacts to ensure business needs are met, ensuring OSOS and the state receives the highest value return on its investment in completed information systems or IT infrastructure projects.

Employs experienced project management knowledge and leadership to lead some of the most agency wide, large-scale technology infrastructure and software development IT projects.

Independently leads WaTech oversight, compliance and reporting coordination activities for this major project.

Analyzes state-wide IT policy from WaTech to understand project compliance and oversight requirements.

Communicates project compliance requirements to project sponsors, executive leadership, and other stakeholders to ensure understanding of WaTech compliance expectations and agency obligations.

Develops business cases, cost / benefit analysis and feasibility of proposed IT software development and infrastructure projects.

Negotiates with the executive sponsor, steering committee and business team so that delivered information technology solutions optimize resources, schedule and budget.

Coordinates technical staff, business team and vendors to negotiate practical technology solutions that meet business requirements.

Develops change management plans that include consideration of the human elements involved in change as well as the technical ramifications of changes in IT systems, ensuring new technology solutions are adopted by the business with minimal impact to agency staff.

Analyzes project risks, manages Risk Registers and develops risk mitigation strategies to ensure project success.

Evaluates vendor responses and assists in vendor selection process.

Manages contracted resources related to the project.

Keeps Current with Technology / Training

Tasks :

Stays current with IT project management, architecture, security, quality assurance, and service best practices, trends, technology and threats.

Works with IT staff, system users, and office management when needed.

Independently keeps current with industry standards and practices for project management by attending classes, attending seminars and webinars, participating PMI member activities, and reading industry publications.

Attends trainings, conferences and other events to maintain or develop skills.

Maintain awareness of potential external threats or risks to the security posture of the application portfolio.

Miscellaneous

Tasks :

Other duties as assigned.

Qualifications

Required Qualifications :

8 years of recent experience in one or more of the following IT disciplines : consultation, system development, database management, networking, server management, IT project management or vendor management.

1 year of supervisory or lead experience over IT professionals, which may be attained concurrently.

Preferred Qualifications :

Experience implementing or managing large multi-program / division IT portfolio.

Certification as a Project Management Professional (PMP) through the Project Management Institute (PMI), or a university or college.

Agile Certification, such as a PMI Agile Certified Practitioner or Scrum Master.

Knowledge and experience with WaTech policies and oversight.

Information Technology Infrastructure Library (ITIL) Foundation Certification.

Organizational Change Management (OCM) Prosci Certification.

PLEASE READ : If you have gotten this far and are thinking you do not qualify, consider again. Studies have shown that members of historically marginalized and underrepresented communities, specifically women and people of color, are less likely to apply to jobs unless they clearly meet every single qualification.

At the Office of the Secretary of State, we are dedicated to building a diverse and authentic work force with a foundation of belonging. If you are excited about this role and have relevant experience and skills, but question whether your experience aligns perfectly with every qualification in the job description, we encourage you to apply regardless. You may just be the ideal candidate this office needs.

Supplemental Information

Working Conditions

In this position, the incumbent works primarily in an office setting, which will require the ability to sit and / or stand for extended periods of time. The standard work hours are Monday-Friday 8am - 5pm; however, work can be required outside of standard hours to include evenings, weekends, and holidays. Some travel to local offices may be required. The incumbent in this position must be able to represent the Office of the Secretary of State in a competent, confident, and professional manner, including professional dress, and be able to clearly and effectively communicate ideas and information both verbally and in writing, and work successfully with a wide variety of people in a team environment. The incumbent in this position must have the ability to work under pressure, meet deadlines, and coordinate with other operational areas to resolve complaints or conflicts; and be able to move and maneuver objects weighing approximately 30 lbs with or without reasonable accommodation. Remote work is allowed per office policy, however, occasional travel to local offices is required. The office has the right to revoke the remote only designation at discretion.

Special Requirements

Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.

Must have current Washington state driver's license or have requested and obtained an appropriate accommodation.

This position is in a bargaining unit represented by the Washington Federation of State Employees (WFSE) and is subject to the terms of the Collective Bargaining Agreement between the State of Washington, The Office of the Secretary of State, and the WFSE.

How to Apply

Required : To be considered for this position you must attach the following :

Letter of interest describing how your experience and qualifications relate to the duties and qualifications of the position.

Current resume

Three Professional references. Personal references will not be considered.

You must complete the supplemental questions at the end of this application. Incomplete responses such as "see resume" will not be considered.

All veterans must include a copy of your DD214 to receive preference in the hiring process. You must black out your social security number before attaching it to your application.

The Office of the Secretary of State is an equal opportunity employer (EOE). We do not discriminate on the basis of religion, age, gender, marital status, color, creed, national origin, political affiliation, military status, gender identity, sexual orientation, or any sensory, mental or physical ability. All interested candidates are encouraged to apply.

More than Just a Paycheck!

Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Read about our benefits :

The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.

Note : If the position offers benefits which differ from the following, the job posting should include the specific benefits.

Insurance Benefits

Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.

Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.

To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.

Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.

Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.

The Washington State Employee Assistance Program promotes the health and well-being of employees.

Retirement and Deferred Compensation

State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.

Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social Security

All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan Forgiveness

If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Holidays

Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Note : Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.

Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.

Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.

Sick Leave

Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.

Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.

Vacation (Annual Leave)

Full-time employees accrue vacation leave at the rates specified in (1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.

Part-time employees accrue vacation leave hours in accordance with (1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.

Pay status includes hours worked, time on paid leave and paid holiday.

As provided in , an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and / or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.

Note : Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.

Military Leave

Washington State supports members of the armed forces with 21 days paid military leave per year.

Bereavement Leave

Most employees whose family member or household member dies, are entitled to three (3) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.

Additional Leave

Leave Sharing

Family and Medical Leave Act (FMLA)

Leave Without Pay

Please visit the State HR Website for more detailed information regarding benefits.

Updated 12-31-2022

Where did you hear about this job opening?

Do you have a family member or relative currently employed at the Office of the Secretary of State?

Relative includes parent, child, spouse, domestic partner, brother, sister, grandparent, aunt, uncle, cousin, niece, any 'step' relations within the preceding categories, any in-law relations within the preceding categories and any others living in the employee's household

If you answered yes in the previous question, what is the name of your family member / relative?

PLEASE READ THE BELOW AND TYPE YOUR INITIALS IN RESPONSE TO ACKNOWLEDGE THAT YOU HAVE READ AND UNDERSTAND THESE STATEMENTS.

The Office of the Secretary of State has a Nepotism Policy that does not allow employment of relatives or family members in the same chain of command. I acknowledge this policy and I do not have familial connections or household members employed at the Office of the Secretary of State. I understand that if I am hired and it is discovered that I have a relative or household member working in the same division, my employment will be terminated immediately.

How many years of experience do you have in one or more of the following IT disciplines : consultation, system development, database management, networking, server management, IT project management or vendor management?

I have 8 years of experience

I have 7 years of experience

I have 6 years of experience

I have less than 6 years of experience 5 years of experience

I do not have this experience, but am willing to learn.

In reference to the previous question, please provide a brief description on when and where you gained this experience.If you do not have this experience, please write "N / A" in the box below.

How many years of supervisory or lead experience over IT professionals do you have?

1 year of experience

Less than a year of experience.

I do not have this experience.

In reference to the previous question, please provide a brief description of how you gained this experience.If you do not have this, please write "N / A" in the box below.

Can you read, write, speak, and understand the English language?

Required Question

Salary : $104,232 - $140,172

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