Infrastructure Delivery Administration Manager

4 days ago

Kelowna, Canada City of Kelowna Full time $97,800 - $114,000
Position Details Posting Information

Posting Number CK53489P
Position Title Infrastructure Delivery Administration Manager
No. of Staff Required 1
Position Type FT
If Term position, enter length of Term in months N/A
Position Groups Management and Exempt
Division Infrastructure (DV220)
Department Infrastructure Delivery (DP214)
Branch Infrastructure Delivery (BR214)
Organizational Information

Purpose of your Position - Non Union The Infrastructure Delivery Administration Manager provides leadership and management of the Department’s project management administrative services, as well as the administration of sub-business units construction and survey. This position is responsible for ensuring exceptional administrative support services are provided for staff and is responsible for being the key administrative liaison between staff and other internal partners, including Infrastructure Finance, Integrated Transportation, Utility Planning, Infrastructure Operations, Purchasing, Finance AP, Financial Planning, Communications, Building Services, Development Engineering, Planning, Information Technology, Real Estate and City Clerks.
Classification Summary - Union
Duties - Union
Results and Activities - Non union 1. Manage Administration Services
  • Implementation, training, and compliance monitoring for new Capital Project filing system and Project Management Framework software system.
  • Review, updating and compliance monitoring for use of the City’s Project Management tools.
  • Oversee the administration of the Department’s Construction Department and Survey team.
  • Compliance monitoring for the City’s EGBC Professional Practice Management Plan (PPMP) QA/QC requirements.
  • Work closely with Infrastructure Finance and contribute to the strategic direction for Infrastructure administration services.


2. Manage Capital Project Status and Financial Tracking
  • Develop, evaluate, implement and maintain financial best practices for Infrastructure Delivery’s Capital projects and related Operating accounts, including ensuring Corporate financial principles & strategies are adhered to.
  • Monitor budgets, burn rates, and projections in partnership with Business Partners and Financial Analysts.
  • Provide financial support to managers: annual budgets, carry over budgets, year-end process, project charges analysis and reports to control costs.
  • Monitor and support updates to the Strategy Blocks project reporting system and Capital Projects Map.

3. Systems and Reporting
  • In conjunction with the Manager of Process Delivery Framework, spearhead development and implementation of innovative, new/revised processes/system upgrades to increase efficiencies that have cross departmental and corporate impact.
  • Undertake a leading role in implementing a new project management software system including maintaining the Department user licences.
  • Provide leadership in the development, monitoring and reporting on Divisional key performance indicators leading to corporate awareness and improvements, including Municipal Benchmarking initiatives and “dashboard” development.
  • Develop, maintain, update and monitor various report templates (financial, contracts, warranties) for staff to ensure information flow to and from systems is accurate and timely.

4. Partner Management Services
  • Maintain positive relationships with all internal partners, including Infrastructure Finance, Integrated Transportation, Utility Planning, Infrastructure Operations, Purchasing, Finance AP, Financial Planning, Communications, Building Services, Development Engineering, Planning, Information Technology, Real Estate and City Clerks.
  • Conduct regular check-ins and performance feedback evaluations to ensure all requirements are being met and processes are reviewed and improved.
  • Maintain positive relationships with all external partners, including Utility companies, consultants, contractors, business and neighbourhood associations, approval agencies and Indigenous groups with respect to Capital project scheduling and implementation.
  • Oversee and assist with variance reporting, audit adherence, authorize payments, review performance, resolve issues, collaborate on initiatives.
  • Perform quality assurance audits with internal and external stakeholders on administration service standards and implement corrective action for exceptions.

Credentials - Union
Knowledge - Non Union Diploma in Business Administration, Accounting or similar field with at least 5 years of related experience. Key aspects of background to include financial management, system procedures and development, strategic planning, business assessment, contract administration, and team supervision. Professional designations and Local government experience would be an asset.
Skills & Abilities - Non Union Professional work ethic, performance management, supervision, coaching, business background, politically astute, excellent customer service skills, strong communication skills, decision making, analytical problem solving, report analysis, team building, mentoring, conflict resolution, conceptualization, creativity, systematic thinking, business writing, computer, budgeting.
Competencies
Posting Text

Physical Demands
Special Instructions to Applicant
Additional Hiring Information
Pay Rate $97,800 to $114,000
Posting Date 11/27/2024
Closing Date 01/05/2025
Days of Work Monday to Friday
Standard Hours per Day 7
Hours of Work 8:00 am to 4:00 pm
Work Location ELLIS PLACE
Specify Work Location
Documents Needed to Apply Required Documents
  • Resume
  • Cover Letter
Optional Documents
  • Other Document 1
  • Other Document 2
  • Other Document 3
  • Other Document 4

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