Project Controls Administrator

San Joaquin Regional Transit District; Stockton (CA); On-site; USD 85,000 - 120,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Sick leave

Vacation

401(a) retirement

Job summary

San Joaquin Regional Transit District is seeking a Project Controls Administrator to oversee capital project controls, including schedule tracking, budget monitoring, and cost analysis. The role requires coordinating with project managers, contractors, and stakeholders to ensure on-time, on-budget delivery and compliance with funding requirements.

The incumbent prepares schedules, dashboards, and reports, while maintaining thorough project files and supporting procurement and grant reporting for

Qualifications

• Bachelor’s degree or four years of relevant work experience may substitute for education.
• Experience in public sector or transportation agency is preferred.
• Strong knowledge of CPM scheduling and EVM techniques.
• Ability to prepare budgets, schedules, and dashboards with accuracy.

Responsibilities

• Manages project controls for capital projects, tracking schedules, budgets, milestones, and deliverables.
• Prepares and updates project schedules, cost tracking logs, and dashboards.
• Monitors expenditures against budgets and flags variances or funding issues.
• Reviews invoices and project docs for accuracy and funding compliance.
• Coordinates with managers, contractors, and stakeholders to maintain records.
• Maintains comprehensive project files including contracts and reports.
• Delivers status reports and presentations to management and committees.
• Assists with departmental budgets and procurement coordination.
• Ensures compliance with federal/state/local regulations including grant rules.
• Supports project closeout with cost reconciliation and final reporting.

Skills

CPM scheduling

Earned value management

Budget monitoring

Project controls software

Stakeholder communication

Risk assessment

Education

Bachelor’s degree in PM/Business/Public Administration

4+ years of professional operations/project admin experience

Tools

Microsoft Project

Primavera

Microsoft Excel

Microsoft Word/PowerPoint

Job description

Under general direction, the Project Controls Administrator 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.

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 departmental budgets.
• 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 related duties as assigned.

Knowledge of:

• 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.
• 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.

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.
• 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

Bachelor’s degree in Project Management, Business Administration, Public Administration, or a closely related field; or a minimum of four (4) years of professional experience in operations administration, project coordination, program administration, or a related area.

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

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.

San Joaquin Regional Transit District is an Equal Opportunity employer.

The District offers a competitive employee benefit program that includes:

INSURANCE: RTD provides comprehensive health and dental insurance package for all full-time employees and their dependents. RTD also provides

$20,000 lifeinsurance for all full-time employees.

SICK LEAVE: Twelve (12) days per year for all full-time employees.

VACATION: Two (2) weeks to six (6) weeks depending on length of service for full-time employees.

RETIREMENT: RTD participates in a 401(a) retirement plan in which RTD provides a generous match.