Project Controls Manager

Job Summary

Under general direction, the Project Controls Manager supports capital project delivery by managing project controls functions, including schedule tracking, budget monitoring, cost analysis, and documentation oversight. The position provides independent oversight of cost, schedule, and performance, advising project management on risks and corrective actions to ensure projects are delivered on time, within budget, and in compliance with applicable regulations and agency requirements.

Essential Duties and Responsibilities

The following statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

• Manages project controls for capital projects, including tracking schedules, budgets, expenditures, milestones, and deliverables.
• Prepares, maintains, and updates project schedules, cost tracking logs, budget reports, and project dashboards.
• Monitors project expenditures against approved budgets and identifies potential variances, delays, or funding issues.
• Reviews invoices, reports, and project documentation for accuracy, completeness, and compliance with funding requirements.
• Analyzes project costs and provides recommendations to ensure alignment with available funding sources.
• Coordinates with project managers, contractors, consultants, and internal/external stakeholders to gather updates and maintain accurate project records.
• Maintains comprehensive project files, including contracts, task orders, invoices, schedules, reports, and closeout documentation.
• Prepares and delivers project status reports, presentations, and updates to management and executive committees.
• Tracks project milestones and follow-up actions to support timely and compliant project delivery.
• Assists in developing and managing project and departmental budgets, including preparing annual fiscal year budget reports.
• Manages procurement coordination, grant reporting, and compliance for federally and state-funded projects.
• Assists with project closeout, including reconciliation of costs, preparation of final reports, and ensuring complete documentation.
• Develops and reviews detailed project plans using structured methodologies and ensures alignment across multiple initiatives.
• Utilizes project management and reporting tools (e.g., Microsoft Excel, Project, Word, PowerPoint) to track and communicate project performance.
• Performs routine site visits to RTD facilities and various meeting locations.
• Performs related duties as assigned.

Qualifications

Knowledge of:

• Construction materials, methods, and practices used in large-scale public transportation capital projects.
• Principles of Critical Path Method (CPM) scheduling and earned value management (EVM).
• Procedures for scheduling, planning, and delivering engineering and construction projects.
• Organizational planning and resource allocation.
• Strategic capital program management.
• Public sector leadership and administrative practices.
• Cost estimating, cost control, and budget monitoring practices for capital projects.
• Microsoft Office Suite (Excel, Word, PowerPoint) and project controls software such as Microsoft Project, Primavera, or similar systems.
• Public agency financial systems and processes, including general ledger, accounts payable/receivable, account coding, and financial reporting.
• Interfaces and coordination with internal staff and state agencies such as Caltrans and FTA.
• Development and implementation of project schedules, timelines, and performance tracking/reporting tools.
• Federal, state, and local procurement regulations, including grant-funded project requirements (e.g., FTA compliance).
• Principles and practices of public sector contract administration and project delivery.
• Techniques for mentoring, coaching, and developing project controls staff.

Ability to:

• Communicate effectively with project managers, consultants, contractors, regulatory agencies, and internal stakeholders.
• Facilitate project meetings, coordination sessions, and stakeholder workshops.
• Work independently, prioritize tasks, and manage competing deadlines with minimal supervision.
• Monitor, analyze, and report on project schedule, cost, and performance metrics.
• Present project controls information clearly to management and executive leadership.
• Manage multiple capital projects and assignments concurrently without formal authority.
• Oversee, mentor, and train project controls staff and support team development.
• Develop and implement strategies to support on-time, on-budget project delivery.
• Ensure compliance with RTD policies, as well as applicable federal, state, and local regulations.

Minimum Qualifications Education, Training and Experience: A typical way of obtaining the knowledge, skills, and abilities outlined above is: A bachelor's degree in project management, Construction Management, or related field with a minimum of approximately seven (7) years' experience in the engineering and/or construction industry. Certifications & Licenses: A valid California Class C driver's license. Experience in a public transit agency or governmental setting is preferred.

Physical and Mental Demands

The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands: While performing the duties of this class, an employee is regularly required to sit, talk and hear, in person and by telephone, use hands repetitively to operate standard office equipment, and reach with hands and arms. The employee is frequently required to stand and walk and occasionally required to stoop, kneel, and bend. An employee may frequently be required to lift and/or move up to 25 pounds and occasionally lift up to 100 pounds with assistance. Specific vision abilities required by this class include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

Mental Demands: While performing the duties of this class, the employee is regularly required to use written and oral communication skills; read and interpret complex data, information, and documents; analyze and solve complex problems; observe and interpret people and situations; use math and mathematical reasoning; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks with constant interruptions; work under intensive deadlines and interact with all levels of RTD management, staff, representatives of employee organizations, other governmental officials, contractors, vendors, and the public.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this class, the employee works under typical office conditions and the noise level is moderately noisy.

Employment Process

Applicants must complete and submit an official application form. The standards as stated on the front of the job announcement represent only the minimum required to fill an application. Resumes will be accepted but may not be substituted for the required application form. Meeting the listed standards does not guarantee that a candidate will be invited for an interview as the Human Resources Department reserves the right to limit the number of candidates to the most qualified for the vacancy. The selection process for this position may include a written assessment. All statements made on the application are subject to verification and investigation. False statements will be cause for disqualification, removal from the eligible list or termination of employment. Employment is conditional upon successfully passing all pre-employment screens. Substance abuse tests paid by the Transit District are required of each prospective employee. Candidates are cautioned that offers of employment are conditional and subject to the satisfactory completion of DOT physical examination (for safety-sensitive positions), substance abuse drug and alcohol tests, reference checks, and a background investigation. San Joaquin Regional Transit District is an Equal Opportunity employer.