Project Management Specialist

Job Summary

The County’s Project Management Services Team is responsible for project planning, management, and oversight to ensure successful outcomes for the County’s capital projects, contracts for services, major procurements, and strategic initiatives. Team members are typically engaged during a project’s planning, scoping, development, and contracting phases as necessary to bring each project to the threshold of execution. Unlike many traditional project management positions, this position does not typically manage or coordinate individual projects during implementation and is largely sedentary by nature.

Responsibilities

• Support the organization in planning and scoping projects by researching, retrieving, and compiling relevant background information (e.g., inventory, usage, historic costs, etc.) while considering alternatives.
• Draft language for scopes of work, specifications, agreements, and other related documents necessary for making public procurements associated with capital improvement projects, major operational expenses, and contracted services.
• Research vendors, request quotes, and distribute requests for proposals to solicit bids as needed to purchase goods and secure contractors.
• Review and analyze quotes, proposals, and contracts received from bidders and other entities to formulate award recommendations, following up with bidders, stakeholders, legal counsel, and the County’s insurance provider as necessary.
• Actively monitor project progress to ensure projects are completed on time, in scope, and on budget.
• Review, enter, and submit invoices received from vendors for projects and specific operational activities, working with vendors to resolve any billing issues.
• Maintain a list of active contracts and agreements and monitor expiration dates along with historic and projected expenditures on contracted services.
• Maintain a list of County assets, monitor their condition and life cycles, estimate replacement years and costs.
• Maintain project-related content within the County’s comprehensive project information system used to capture, organize, store, share, and communicate information on projects and contracted services.
• Work with Allegan County service areas to identify, develop, and improve official records processes as defined by the State of Michigan Records Management Department.
• Identify and facilitate improvements to County’s project management, procurement, and other business processes.

Requirements

• Associate’s Degree in a field that demonstrates development of key skills in one or more of the following areas - project/resource/asset planning and management; proposal/grant/technical writing; purchasing/procurement; review and analysis of proposals/costs/contracts/legal terms and conditions; business administration.
• Three years of progressively responsible experience in one or more of the areas described above.
• Advanced proficiency with Microsoft Office 365 (Word, Excel, Outlook, Teams), SharePoint, Adobe Acrobat, and document management systems.

Preferred

• Bachelor's Degree in a related field.
• Experience in local government or public-sector.
• Experience with ERP systems, project management software, or capital improvement planning.
• CAPM or PMP certification.
• Experience across a broad range of projects (e.g., facilities, information technology, public safety).