Program Analyst - Public Works/Engineering

The Town of Concord is seeking a full-time Program Analyst to join the Public Works Department. As the Program Analyst for the CPW Engineering Division, you will coordinate, oversee, and monitor the administrative functions of the department, including customer service, budgeting, accounts payable, financial reporting, contract management, and grant tracking. Good communication and interpersonal skills and proficiency with MS Office are essential for this position. Great opportunity to use your skills and develop your career in a supportive and stable work environment!

Starting salary range: $71,572.80 – $85,536.12/year, based on qualifications and experience. This is a full-time, on-site position, with a complete benefits package.

Applications will continue to be accepted until filled. All applications will be reviewed and the most highly qualified candidates will be invited to one or more interviews and/or other assessments. Applicants will be notified of their standing in the process as soon as a decision has been made regarding their individual application.

Appointment of the final candidate will be contingent upon the results of pre-placement conditions including criminal and credit checks, as well as drug screening. Costs for these pre-placement requirements will be borne by the Town.

The Town of Concord, MA is an EEO Employer. We value diversity and welcome candidates of all backgrounds to apply.

GENERAL SUMMARY:

Under the general supervision of the Town Engineer, administers and oversees the financial functions of the CPW Engineering Division, and performs a wide variety of complex and routine administrative tasks that aid in the efficient operation of the Engineering  Office. Duties require a high level of competence in utilizing technology and communicating verbally and in writing. Responsible for maintaining and improving upon the efficiency and effectiveness of all areas under the direction and control of the position. Performs varied and responsible duties requiring a thorough knowledge of town-wide operations and the exercise of judgment and initiative in completing tasks, particularly in situations not clearly defined by precedent or established procedures. Incumbent is called upon to handle a significant amount of details, each varying from the other in substance and content, requiring incumbent to approach workload with flexibility and efficiency.

ESSENTIAL JOB FUNCTIONS:

•  Receives and disseminates public inquiries, requests and complaints regarding ongoing Engineering Division projects, right-of-way permitting and stormwater management Rules and Regulations, policies, and practices. Coordinates with Town Clerk’s office on responses to public records requests.
•  Manages customer service activity including but not limited to analysis of unusual customer billing activity and reconciliation of associated errors and adjustments with stormwater utility bills.
•  Reviews requests made to the Engineering Division, generate work orders and update status of work orders in system. Provides status to requesting person. Manage customer service and public relations for all Engineering operational functions and projects by maintaining and tracking records in the work order system. Analyses data and prepares reports as needed.
•  Greets and assists customers; answers and routes phone calls; handles unusual or difficult situations, which may involve assisting distraught, angry, or otherwise upset individuals. Assists in the support of other public works divisions, as assigned. Occasionally attends after hour Public Works Commission meetings as needed to provide technical and administrative support.
•  Assists the Town Engineer with multiple projects and continually provides organization and assistance to help maintain efficient operations within the Division.
•  Takes a lead role in the preparation and implementation of special projects in coordination with Town staff and outside vendors. Special projects may be related to events such as National Public Works Week, new programs, and special reports requiring in-depth research. Attends Engineering Division staff meetings, prepares minutes for distribution and follow-up action, update reports, tracking sheets, and website accordingly.
•  On behalf of project managers, presents proposed contract bidding documents to Procurement and Risk Management offices for review and approval. Responsible for advertising bids, issuing addendums, collecting and distributing bid results; Coordinates authorization of contract awarding, execution of contracts, and issuance of purchase orders; Sets up and monitor contract budget/account tracking, payment of invoices, and retainage; Coordinates approval and issuance of contract amendments and change orders, monitors contract substantial and final completion dates, issues and verifies bonding and insurance.
•  Compiles necessary information for the application process through collaboration with Town Engineer and other employees, program file research, and other fact-finding actions; Assists with drafting and completing grant applications according to application requirements; Ensures grant is submitted on time and within application parameters; Monitors and reports the status of the grant application; Develops and maintains master files on grants and paperwork connected to programs funded by grants.
•  Coordinates acceptance and execution of grants between Town and grantors; Collaborates with CPW Business Manager and Town Accountant to set up revenue and expenditure accounts; Works with project manager on tracking grant expenditures and filing for reimbursements; Reconciles grant balance upon receipt of reimbursement and files completion documentation.
•  Supports project managers in tasks such as preparing and distributing notices to project abutters, scheduling and noticing of Public Works Commission hearings, the pursuit of damage claims with the Risk Management office, the coordinating with the Select Board Liaison on the review and approval of petitions for Grants of Location for utilities, easements and street acceptances.
•  Assists engineers in administering right-of-way permitting process including review and process of application, collection of associated fees, and maintenance of database. Work with GIS staff to update 5-year street moratorium map and the locations of permitted work.
•  Takes a lead role in writing and editing various CPW Engineering communications for publication, including the Annual Report, Six Month Report, and weekly updates to the Town Manager.
• Maintains the Public Works/Engineering website and coordinates input from the Town Engineer and all project managers including posting of emergency notifications, as needed. . Collaborates with the CPW Program Analyst and the Town’s Communications Manager on website content and other public information media; works with GIS staff to prepare maps for effectively displaying information.
•  Coordinates the processing of accounts payable, turnovers, payroll, and administrative personnel functions for the division. Provides back-up support, as needed. Assists with the preparation of accounting reports, annual operating and capital budget requests. Works with CPW Business Manager and Town Finance office to resolve discrepancies.
•  Performs special projects and related responsibilities as initiated and requested.
•  Performs other related duties as required, directed or as the situation dictates.
•  Regular attendance and punctuality at the workplace are required.

SUPERVISORY RESPONSIBILITY:

May provide functional oversight to support staff.

EDUCATION, EXPERIENCE & SPECIAL REQUIREMENTS:

• Bachelor’s degree in related field plus four or more years of increasingly responsible experience in a related administrative capacity, including customer service, website/design work, communications, etc.
• Municipal experience, and education or training in website development, graphic design, or other technological processes, preferred.
• Experience preparing and reviewing complex account information, payrolls and accounts payable preferred.

KNOWLEDGE, SKILLS & ABILITIES:

• Excellent interpersonal skills; ability to communicate effectively both verbally and in writing; ability to effectively deal with all members of the public in a courteous and tactful manner; ability to establish and maintain good working relationships with officials, volunteers, and coworkers. Ability to apply discretion to communications and to maintain confidential information.
• Thorough working knowledge of office procedures, practices and terminology. High level of technological skill, including those skills related to website design. Familiarity with photo editing software, HTML and .PDF conversion techniques.
• Knowledge of utility billing and customer service.
• Ability to work independently and with a high level of detail, prioritize multiple tasks, and deal effectively with interruptions; ability to identify and analyze complex issues and develop appropriate recommendations.

WORKING CONDITIONS & PHYSICAL DEMANDS:

External and internal applicants, as well as position incumbents who are or become disabled as defined under the Americans With Disabilities Act, must be able to perform the physical demands (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.

Normal office environment, not subject to extreme variations of temperature, noise, odors, etc. Majority of work is performed in a moderately noisy work environment, with constant interruptions. Frequently subjected to the demands of other individuals and the volume and /or rapidity with which tasks must be accomplished.

Operates computer, printer, calculator, telephone, copier, and all other standard office equipment requiring eye-hand coordination and finger dexterity. Balancing, crouching, grasping, pulling, reaching, and stooping may also be required.