Senior Special Projects Coordinator

The purpose of this classification is to assist Town management in planning, monitoring, and coordinating strategic planning and inter-departmental projects and activities. Duties include strategic planning, project management, process mapping and refinement, and measuring and monitoring progress and deliverables, ensuring Town-wide strategic projects move forward collaboratively, consistently, and with accountability. Additional areas of responsibility include aligning the strategic planning and capital improvement project processes with the budgeting process and fostering a culture of cross-functional project work teams.  This position is assigned to the Office of the Town Manager and reports to the Senior Director of Community Services.The following duties are typical for this position.  The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.  Other duties may be required and assigned.

Owns and drives the annual strategic planning and implementation process for the Town. Collects and analyzes proposed modifications and updates to the plan; conducts high-level feasibility of proposals, and shepherds plan updates and modifications through the approval and adoption process. Manages the strategic plan throughout the year to ensure accountability for outcomes across the organization. Applies project management, milestone, and tracking principles to strategic plan initiatives and regularly reports on progress and outcomes. Integrates strategic plan initiatives into adopted financial budgets in order to ensure funding of the activities in the plan. 

Manages and administrates the project management process and systems for the Town. Collaborates with project owners to develop milestone-driven project plans and schedules. Manages the Town’s project management software/systems and tracks all milestone-drive plans and schedules for strategic initiatives, capital improvement projects, and management initiatives. Creates consistent, milestone-driven templates and formats for project plans, and maintains data integrity and accuracy. Regularly reports on progress and outcomes. Leads the process for Critical Project Review (CPR), a consistent, outcome-driven reporting process for project owners to report on project status to upper management. Ensures interdepartmental coordination by identifying dependencies between department projects and facilitating proactive communication. 

Through training, practice, and continuous improvement, acts as the Town’s subject matter expert on project management practices and cross-functional project teams. Guides departments in project planning and time management techniques; fosters a results-driven culture through informal coaching and best practice sharing. Leads trainings, identifies opportunities for improvement, and drives efficiencies through project management and cross-functional tactics that lead to accountability and outcomes across the organization. Recommends improvements and strategies that move the organization forward in these areas. 

Serves as a strategic integrator and facilitator, helping departments navigate complex projects by connecting efforts, resolving communication gaps, and encouraging collaboration. 

Exhibits and practices strategic thinking skills, creating linkages and synergies where they can benefit the organization or outcomes. Has the ability to inspire and lead formal and informal teams and groups to achieve outcomes. Creates shared goals and leads by example. Sets the tone of accountability, effective communication, and professionalism. 

Prepares executive dashboards, summary reports, and visual updates using project tracking tools. Provides strategic-level reporting to senior leadership, highlighting key progress, risks, and areas for intervention. 

Displays excellent interpersonal, written, visual, and oral communication skills, including public speaking and presenting. 

Ensures compliance with all applicable codes, laws, rules, regulations, standards, policies, and procedures. 

Coordinates departmental projects and work activities with those of other departments, contractors, outside agencies, or others as needed. 

Compiles and/or monitors qualitative and statistical data; analyzes data and identifies trends. Prepares and generates reports and maintains records.

Reviews and proofreads work produced by others; provides assistance with revisions as needed. 

Collaboratively develops and assists with public information activities. Communicates with Directors, Town officials, employees, other divisions, other departments, contractors, consultants, vendors, suppliers, the public, outside agencies, and other individuals as needed to coordinate work activities, review the status of work, exchange information, resolve problems, or give/receive advice/direction.

Assist staff members utilizing software programs and creating documents including correspondence, spreadsheets, forms, tables, schedules, templates, and others as needed; prepares templates for frequently used forms. Prepares guidelines and standard operating procedures for processes and workflows. 

Maintains reoccurring progress meetings with Directors and facilitates cross-departmental collaboration to ensure momentum alignment. 

ADDITIONAL FUNCTIONS

Performs general/clerical tasks, including answering telephone calls, typing documents, making copies, sending/receiving faxes, filing documentation, or processing incoming/outgoing mail.

Performs other related duties as required.Bachelor's degree in Public Administration, Business Administration, Project Management, or a related field. Master’s degree preferred.

Three (3) years of previous experience in team leadership or project management in a cross-functional team environment or any equivalent combination of education, training, and experience that provides the requisite knowledge, skills, and abilities for this job. 

Experience with project tracking tools preferred; ability to learn and manage project management software required. 

Must possess and maintain a valid Florida driver’s license is required. For application purposes, a valid driver’s license from any state (equivalent to a State of Florida Class E) may be utilized, and the ability to obtain the State of Florida license within thirty (30) days from the date of employment is required.Leadership Aptitude:  Requires the ability to lead and manage change within the organization to meet the strategic goals for the Town of Jupiter. Creates buy-in, models the way and encourages positive contributions, attitudes, and investment in those they lead, both formally and informally.  

Data Utilization:  Requires the ability to evaluate, audit, deduce, and/or assess data using established criteria. Includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives.

Human Interaction:  Requires the ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.

Equipment, Machinery, Tools, and Materials Utilization:  Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions. 

Verbal Aptitude:  Requires the ability to utilize a wide variety of reference and descriptive data and information.

Mathematical Aptitude:  Requires the ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; may include the ability to perform mathematical operations with fractions; may include the ability to compute discount, interest, and ratios; may include the ability to calculate surface areas, volumes, weights, and measures.

Functional Reasoning:  Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives. 

Situational Reasoning:  Requires the ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties, which are often characterized by frequent change.

Salary : $87,637