Monterey County INFORMATION TECHNOLOGY PROJECT MANAGEMENT ANALYST I / II / III DEFINITION Under direction, plans, organizes, communicates and manages information technology projects to meet customer expectations within agreed-upon time, within budget, and with measurable business quality and stakeholder benefits; and does other related work as required. The Project Management (PM) Analyst will be a source of documentation, guidance, and metrics on the practices of project management and execution. DISTINGUISHING CHARACTERISTICS The Information Technology Project Management Analyst (PM Analyst) I is the entry-level position in the series. Incumbents at this level are responsible for managing projects that are typically low risk, affect single departments, involve known technologies and have minor effect on business processes. The Information Technology Project Management Analyst (PM Analyst) II is the full journey level position in the series. Incumbents at this level are responsible for managing concurrent projects that typically are medium to high risk, include multiple departments and new technologies and have a significant financial or operational impact on key business practices. The Information Technology Project Management Analyst (PM Analyst) III is the advanced level position in the series. Incumbents at this level manage concurrent, complex technology projects that are typically high risk, include multiple departments and new technologies, have a major financial or operational impact on key business processes and train or mentor other project managers. Generally, incumbents in this classification exercise greater authority over assignments, and perform independently under broad policy guidance, than lower level classifications. It is distinguished from lower levels by the amount of discretion exercised over technical issues. Incumbents at this level may be involved in the creation of policy and standards and require a level of specialized technical and functional expertise beyond that expected at a lower level. Individuals in this position may lead Information Technology vendor contract negotiations and process development / improvement for the Project Management Office. Individuals in this position may act as a lead and provide technical or project management oversight, coordination, and assignment of work to other staff. The Information Technology Project Management Analyst I/II/III series is distinguished from other professional Information Technology positions in that this position is focused on managing projects in conformance to County project management standards and guidelines. The Information Technology Project Management Analyst I/II/III is a flexibly staffed series. Incumbents hired at the Information Technology Project Management Analyst I/II levels may be appointed to the next higher level upon meeting the requirements of the higher position, and with the recommendation for promotion by the appointing authority. EXAMPLES OF DUTIES The duties and responsibilities listed below are illustrative only. They are not meant to be a full and exhaustive listing of all of the duties and responsibilities of the classification. Nothing in this specification restricts management s right to assign or reassign duties and responsibilities to this job at any time. Information Technology Project Management Analyst I:
1. Manage, coordinate and implement technical projects that typically are low risk, affect single departments, involve known technologies and have minor effect on business processes. 2. Develops project management deliverables in conformance with County project management policies and standards. Deliverables include: scope, objectives, benefits, risk analysis, plans, budgets, resource requirements, timing, templates, procedures, contingency plans and other related documentation. 3. Tracks project issues, coordinates problem solving, conflict resolution, escalations and performs follow-up to ensure issues are resolved and properly communicated. 4. Facilitates status meetings, brainstorming sessions, requirements gathering sessions, project wrap-up sessions and other meetings. 5. Promotes teamwork and alignment of the team to meet the project goals and objectives. 6. Coordinates communication, and information, to meet designated County Project Management needs and assures smooth and efficient completion of projects and activities; is the customer / client liaison; collaborates with peers, customers, administrators, vendors, outside agencies, and the public in the development and implementation of project plans, specifications, goals, objectives, strategies and timelines, and resolves project issues and problems; and acts as a client liaison related to projects as needed. 7. Prepares and/or facilitates Request for Proposals, Request for Information, Request for Quote or other Bid processes. 8. Works with the Project Management Office (PMO) team to develop and contribute to help improve the project management standards, methodologies, processes, templates and the website of the PMO. 9. Manages vendors to ensure they are performing to their statement of work before they are authorized for payment, manages change requests and vendor invoices. 10. Coordinates, facilitates and scribes project status meetings and work sessions. 11. Performs other duties as assigned. Information Technology Project Management Analyst II performs the above duties and: 12. Manage, coordinate and implement concurrent projects that typically are medium to high risk, include multiple departments and new technologies and have a significant financial or operational impact on key business processes. 13. Contributes to project management process standards and best practices, and participates in the acquisition, administration, operation, use, maintenance, and technical support of project management systems. 14. Leads, facilitates and scribes project status meetings and work sessions. Information Technology Project Management Analyst III performs the above duties and: 15. Manage, coordinate, implement, and lead concurrent, complex technology projects that are typically high risk, include multiple departments and new technologies, and have a major financial or operational impact on key business processes. 16. May perform Information Technology vendor contract negotiations and updates on agreements. 17. Develops project management process standards and best practices and assumes a leadership role in the effective and efficient acquisition, administration, operation, use, maintenance, and technical support of project management systems 2
18. Act as a lead worker and provide technical or project management oversight, coordination, and assignment of work to other staff 19. Trains and mentors other staff in Project Management, such as answering technical project management questions, teaching project management classes, and/or performing analysis / audits of projects or vendor proposals. QUALIFICATIONS A combination of experience, education, and/or training which substantially demonstrates the following knowledge, skills and abilities: Information Technology Project Management Analyst I Knowledge, Skills and Ability: Some knowledge of: 1. Principles, practices, and techniques of project management including needs assessment, project prioritization, cost-benefit analysis, system implementation, user acceptance testing, resource allocation, logistics, coordination, software, tools, change control and contract monitoring 2. Principles and practices of fiscal management including project estimating, cost accounting, and budget planning for information technology projects and functions 3. The use of project management software such as Innotas (or other similar product), and its use in each phase of the project lifecycle. 4. PC office applications such as Word and Excel, the Internet and other related computer applications 5. Principles and practices of writing and evaluating requests for proposals, analyzing requests for proposals, contract preparation, negotiation, and administration 6. Software and hardware vendor contracts, licensing, professional services and other contractual terms and conditions specific to Information Technology 7. Principles and practices of running effective meetings, making effective presentations to project team members and executives and producing effective project and technical documentation 8. Managing project budgets and understanding financial impacts 9. Project Life Cycles, System Life Cycles, Software Development Life Cycles and Service Management Life Cycles 10. Principles and practices of technical problem solving 11. Principles and practices of change management 12. Project governance models and strategic project planning Skill and Ability to: 1. Plan, organize, prioritize and manage information technology projects 2. Manage resources within budget and policy parameters 3. Recognize and resolve problems, develop recommendations and solutions 4. Effectively facilitate meetings, create and deliver presentations and build consensus 5. Work effectively in a dynamic, changing environment 6. Negotiate and influence mutually beneficial project objectives 7. Work effectively, efficiently and collaboratively with others including those of diverse perspectives and possess strong interpersonal skills such as listening, speaking, advisory, mediation, reconciliation, and consensus building 3
8. Develop, establish, and maintain effective, cooperative, collaborative working relationships with those contacted in the course of work including any other public or private agencies; and provide excellent and courteous customer service. 9. Effectively and professionally communicate, both orally and in writing with all levels of staff, customers, vendors, other government agencies and the public on matters related to the work 10. Develop, create and produce clear, concise and detailed instructions, procedures and reports 11. Foster a spirit of teamwork and advocacy when meeting with staff and members of departments Information Technology Project Management Analyst II Working Knowledge, Skills and Ability: In addition to working knowledge, skills and abilities of all of the above: Working knowledge of: 1. Project Management software for workgroups such as Microsoft Project Professional for Workgroups, and its use for workload balancing and workflow processing. 2. Working with cross-functional groups to build consensus and serve a diverse customer base. Information Technology Project Management Analyst III Thorough Knowledge, Skills and Ability: In addition to thorough knowledge, skills and abilities of all of the above: Thorough Knowledge of: 1. Enterprise Portfolio and Project Management software such as Innotas, and its configuration, administration and use for workload balancing, workflow management, PMO dashboard and analytical reporting of projects across the enterprise. 2. Principles and practices of leadership, mentoring and training 3. Information Technology Department strategic direction and goals Skill and Ability to: 1. Provide project direction, monitor, train, coach, assign work and monitor lower level staff 2. Listen, advise and lead teams to success REQUIRED CONDITIONS OF EMPLOYMENT As a condition of employment, the incumbent will be required to: 1. Successfully pass a background investigation including but not limited to a fingerprint clearance from the Department of Justice 2. Possess a valid California Class C driver s license with a satisfactory driving record or be able to provide suitable transportation that is approved by the appointing authority 3. Must be willing and able to work occasional nights, weekends and holidays in a facility open 24 hours per day / 7 days per week 4
EXAMPLES OF EXPERIENCE/EDUCATION/TRAINING Any combination of training, education and/or experience which provides the knowledge, skills and abilities and required conditions of employment listed above is qualifying. An example of a way these requirements might be acquired is: Information Technology Project Management Analyst I: An associate s degree for an accredited college or university OR 2 years of job related experience in an information technology environment in any of the following fields: systems administration, systems engineering, software engineering, database administration, operating systems, network administration, information technology project management or a similar field in a multi-platform environment. Project Management Professional (PMP) certification from the Project Management Institute or a certificate in Project Management from an accredited college or university is highly desirable. Information Technology Project Management Analyst II: A bachelor s degree in computer science or a related field and 1 years of job related experience in an information technology environment OR an Associates degree from an accredited university and 3 years of job related experience in an information technology environment in any of the following fields: systems administration, systems engineering, software engineering, database administration, operating systems, network administration, information technology project management or a similar field in a multi-platform environment.. Project Management Professional (PMP) certification from the Project Management Institute is highly desirable. Information Technology Project Management Analyst III: A bachelor s degree in computer science or a related field and 2 years of job related experience in an information technology environment OR an Associates degree from an accredited university and 4 years of job related experience in an information technology environment in any of the following fields: systems administration, systems engineering, software engineering, database administration, operating systems, network administration, information technology project management or a similar field in a multi-platform environment.. Project Management Professional (PMP) certification from the Project Management Institute is highly desirable. PHYSICAL AND SENSORY REQUIREMENTS The physical and sensory abilities required for this classification include: 1. The ability to read standard printed text and data on a computer screen. 2. The ability to communicate verbally in a clear manner and with a volume required to respond to telephone and face-to-face conversation, and present information before groups. 3. Personal mobility and physical dexterity sufficient to function in a typical office environment and attend meetings, and sit at a desk working on a computer for extended periods of time. 4. Finger and manual dexterity in order to operate a computer keyboard. 5. The ability to communicate verbally in a clear manner and with a volume required to respond to telephone and face-to-face conversation, and present information before groups. 6. In the case of an emergency, this position may require the strength and dexterity to climb, crawl, kneel, crouch, or twist to reach/and or work with assigned systems. 7. Incumbents must be able to move objects weighing up to 20 lbs. unassisted. 5
CLASS HISTORY CLASS DATA Class Code: I 43G02 Job Group: 13/3/3 II 43G03 EEO Category: PP/P/P III 43G04 Work Comp. Code: 8810 Established Date: March, 2013 Bargaining/Employee Unit: J Revised Date: (New) FLSA: N/N/E Former Title: (New) Prepared by: Cynthia Berry, Sr. Personnel Analyst, 3/7/2013 Approved by: /s/ Kim Moore County Administrative Office 7/15/2013 Date 6