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Job Description

◦ Ensure data quality across all CIP-related systems, including CIP Management, CIP Reporting, CIP Budget, CIP Financials, CIP Procurement, Munis, Sensei IQ, and other related software tools.
◦ Audit standard work and adherence to established processes for all staff and project managers engaged in CIP activities across the City.
◦ Audit budget information for completeness and accuracy.
◦ Review finance-related transactions for the City’s CIP-including invoices, requisitions, and budget transfers; enter data and/or approve where applicable.
◦ Review contract request submittals.
◦ Work directly with City Project Managers on project updates, including initiation, execution, closeout, and related financial and contractual information.
◦ Collect information and prepare spreadsheets, reports, presentations, and dashboards for CIP meetings, Council meetings, and other audiences.
◦ Prepare weekly, monthly, quarterly, annual, and as needed leadership reports.
◦ Prepare the City’s annual 5-Year CIP book, ensuring completeness, accuracy, and alignment with program priorities.
◦ Provide oversight of financial data related to PMO-managed CIP projects.
◦ Assist PMO leadership with preparation of the City’s annual 5-year Capital Improvement Program.
◦ Maintain and enhance enterprise project governance software (project management, tracking, and reporting tools) to support CIP management.
◦ Monitor and maintain performance metrics related to the City’s CIP.

◦ Serve as the liaison for the PMO between Finance, and other City departments to ensure accurate financial tracking and reporting for all CIP projects.
◦ Analyze and manage financial data for CIP projects, including budgeting, expenditures, cost projections, and funding allocations.
◦ Leverage CIP software, enterprise resource planning systems (Munis, Sensei IQ, and other programs), and other tools to produce reports, dashboards, and analyses supporting decision-making and program optimization.
◦ Develop strategies for managing CIP financials, aligning project budgets with overall program goals and City priorities.
◦ Maintain documentation of financial transactions, system operations, and project updates to ensure transparency, audit readiness, and compliance with policies and regulations.
◦ Assist in preparing program budgets, forecasts, and recommendations for resource allocation related to CIP projects.
◦ Coordinate with vendors, IT, and other departments to troubleshoot financial or system issues, implement system enhancements, and optimize software functionality.
◦ Provide training, guidance, and support to staff on financial systems, reporting tools, and CIP-related procedures.
◦ Stay current on emerging technology, best practices, and software tools to enhance CIP financial management and operational efficiency.

◦ City policies and procedures
◦ Infrastructure project delivery process including project design, land/right-of-way acquisition, and construction.
◦ Microsoft Office software.
◦ A high level of proficiency in excel, access, spreadsheets, pivot tables, and database management.
◦ A high level of proficiency in MS Project, Primavera, or similar project tracking software.
◦ GIS mapping.
◦ General accounting and budgeting systems
◦ Principles of record keeping and records management

◦ Administering comprehensive and complex programs.
◦ Researching and interpreting Arizona Revised Statutes, Municipal Code, and Engineering Design Standards.
◦ Reading and interpreting written procedures, guidelines, and laws.
◦ Procurement rules and regulations.
◦ Financial data analysis as it relates to the CIP.
◦ Database and CIP program software for reports, charts, and spreadsheets, including Munis, Sensei IQ, and other related programs.
◦ Maintaining detailed project records and documentation.
◦ Project scope and cost development for City infrastructure projects.
◦ Quality control and assurance.
◦ Establishing and maintaining effective working relationships with management, staff, and the public.
◦ Identifying, analyzing, and resolving complex project planning and control issues.
◦ Reviewing work for accuracy, compliance, and completeness.

◦ Work independently with minimal supervision and exercise sound judgment.
◦ Provide complete, accurate, and timely staff work and recommendations.
◦ Prioritize multiple tasks, projects, and demands efficiently.
◦ Communicate clearly and effectively, both verbally and in writing.
◦ Collaborate with cross-functional teams, stakeholders, and external parties.
◦ Respond to inquiries from property owners, developers, engineers, planners, contractors, and others regarding City procedures and regulations.
◦ Monitor and maintain program performance metrics.

◦ Gain a full understanding of the City’s Capital Improvement Program (CIP) structure, project funding sources, and budget processes within MUNIS.
◦ Establish working relationships with PMO staff, Finance, and citywide departmental project managers to coordinate CIP-related financial and project reporting needs.
◦ Begin drafting Standard Operating Procedures (SOPs) for CIP documentation, reporting, and related process improvements.
◦ Gain understanding of and implement initial Sensei IQ dashboards and reporting for CIP and PMO projects, including preliminary weekly, monthly, and internal/external tracking metrics.

◦ Take increasing ownership of cost estimation and financial forecasting for the annual and Five-Year CIP, in coordination with Finance.
◦ Identify and document funding sources for each project-including, but not limited to, impact fees, grants, and general fund allocations.
◦ Regularly report Key Performance Indicators (KPIs) for the PMO to measure program-level performance across projects.
◦ Draft initial versions of CIP SOPs and reporting templates for feedback and refinement.

◦ Lead the annual completion of the CIP Book in coordination with Finance, ensuring publication no later than August 1st.
◦ Complete full PMO-wide implementation of Sensei IQ, with an emphasis on the City’s CIP and Real Estate programs, ensuring automated weekly, monthly, and annual reporting dashboards are fully operational and aligned with City Strategic Goals.
◦ Finalize and publish PMO-wide KPIs and CIP SOPs to ensure consistent documentation, monitoring, and reporting aligned with City Strategic Goals.
◦ Demonstrate advanced proficiency in MUNIS to manage, analyze, and reconcile CIP budgets, ensuring accurate financial tracking and data-driven reporting.
◦ Support long-range capital planning to ensure a timely, balanced five-year CIP.