Program Specialist - Transportation Services

Job Summary

Performs professional and technical level support for programs and staff in the Transportation Services Division and other partner divisions, utilizing various databases and systems. Assists with ongoing communication with stakeholders; researches and creates documents; develops processes; maintains tracking systems, and develops and maintains division web pages. Responsible for coordinating projects as assigned.

Job Description

ESSENTIAL DUTIES

• Provides administrative and technical support to Transportation Services and other partner divisions, including assisting others with requested information related to the work of the division(s); researches, creates, documents, and develops processes and maintains tracking systems; assists staff in searching files and databases for information; creates reports and presentations. Assists managers with confidential personnel matters and manages the division's SharePoint sites. 

• Coordinates web-based communications, construction updates, and various forms of communication to the public regarding highway construction/maintenance projects; serves as a main point of contact and communication liaison for those seeking project and program information and updates. 

• Assists Division Director and Department Heads with schedule management, document deadlines, and presentations. 

• Compiles variety of reports, information, and documentation needed to initiate RBAs (Request for Board Action), agreements, contracts, programs, projects, grants, and planning activities. 

• Compiles, reviews, updates, and maintains proposals for capital improvement program, equipment purchases, materials, and professional contracted services. Compiles, reviews, updates, and maintains joint powers agreements, including city, county, and state construction agreements, traffic signal agreements, right-of-way agreements, etc.  

• Organizes special projects and studies at the discretion of the Transportation Services Director and Department Heads. 

• Plans and helps implement ceremonies (e.g., ground breakings, ribbon cuttings, building demos). 

• Provides technical assistance to county staff on procedures, methods, and systems relative to MN/DOT Equal Employment Opportunities (EEO) regulations, prevailing wage statutes, MN/DOT standard specifications for construction, and county contract policies. 

• Works the hours and/or shifts assigned and begins and ends work on time.

• Performs other related duties as required or assigned.

MINIMUM QUALIFICATIONS
Requires equivalency of an associate's degree and three years progressively responsible experience in program and/or managerial support, preferably related to public sector capital and highway construction/maintenance projects. An ability to multi-task amid changing priorities and remain organized with a variety of things happening at once are essential. A reliable form of transportation for the performance of work responsibilities is required.

PREFERRED QUALIFICATION(S)

Strong preference given for experience with contracts and/or service agreements and purchasing, excellent grammar and writing skills, and solid communications experience with web tools and presentation development.

SUPERVISORY CONTROLS

The employee is under general guidance and direction from the Business Manager. With considerable allowance for independent judgment, work is performed according to established procedures and supervisor consultation for difficult or unusual problems as they occur. Work is reviewed for accuracy and quality through observation, examination of records and reports generated, and meetings.

CORE COMPETENCIES AND ABILITIES
Customer Service - Delivers government services in a respectful, responsive, and solution-oriented manner.

Communication - Is always clear about what we're doing and why we're doing it.

Collaboration - Works with partners – communities, schools, faith groups, private business, and non-profit agencies – to see that services are not duplicated but rather are complimentary, aligned, and provided by the partners who can deliver the service most effectively.

Stewardship - Works proactively to make investments, guided by resident input, which will transform lives, communities, and government.

Empowerment - Works with individuals and families to affirm strengths, develop skills, restore hope, and promote self-reliance.

Resiliency - Fosters public preparedness and responds when families and communities face health and safety emergencies.

Innovation - Takes informed risks to deliver services more effectively and learns from successes and failures.

Knowledge – Knowledge of county and division policies, practices, and services.

Abilities – Ability to review complex information and prepare reports from such information.

Ability to analyze and make recommendations.

Ability to establish and maintain effective working relationships with county officials, employees, and the public.

Ability to make independent decisions concerning choice of procedures to follow; ability to work without close supervision.

Ability to make difficult computations accurately in a timely manner.

Ability to communicate effectively both orally and in writing.

Ability to use MS Office software and Sharepoint for the performance of essential duties.

Ability to use appropriate discretion in dealing with matters of a confidential nature.

WORK ENVIRONMENT AND PHYSICAL DEMANDS
Work is performed primarily in an office setting. Some evening and weekend hours may be required as the needs of service dictate work schedules and deadlines. Typical characteristics of the regular, ongoing work environment of this position requires inside work, typically in an office setting.

Physical activities include sedentary to light work: Reaching, sitting, standing, walking, pushing, lifting, pulling, fingering, grasping, feeling, stooping, talking, hearing, seeing, and repetitive motions. Lifts and/or navigates up to 35 pounds on a routine basis in handling files and equipment necessary for performing the essential duties of the job.

SELECTION PROCESS

Selection for this position will be based on a minimum qualifications screening and rating of training and experience. Top candidates will be forwarded to hiring manager or supervisor for consideration for interview and/or additional assessments. Final selection will include a background check and approval by the County Board.