Project Coordinator (Probate, Realty, and Membership)

Under general supervision of the Community Development Department (CDD) Membership and Real Property Management (MRPM) Division supervisors,, plans, schedules, troubleshoots, analyzes and monitors the progress of various MRPM projects for the Department. Monitors and ensures that all policy, procedure, software and system operations are conducted in a manner consistent with the department’s mission and vision for membership and realty functions.   Helps ensure all operations are conducted within budget and required project specifications.  Performs special projects and handles various administrative matters at the Supervisor’s or Director’s request.  Ensures high level customer service delivery with landowners and families. This position requires that the candidate/employee have United States Department of the Interior Security Clearance or be pre-screened for clearance. This job class is treated as FLSA Exempt. 

Essential Functions:  Essential functions may vary among positions and may include the following tasks, knowledge, abilities, skills, and other characteristics.  This list of tasks is ILLUSTRATIVE ONLY and is not intended to be comprehensive listing of tasks performed by all positions in this classification. 

Tasks:

1.  Project Coordination & Communication:  Assists the CDD/MRPM Division with customer service, monitoring and tracking the status of Probate, Realty and/or Membership actions:.

• Monitors and ensures that all necessary planning, labor, materials and equipment required to complete projects are available when needed and that projects adhere to the planned timetable.
• Develops and maintains a system to track and account for all policy, procedure, software and systems in use.
• Maintains project files, databases, spreadsheets and other related documentation to assist with tracking and trouble shooting.
• Coordinates with necessary Tribal Departments including Public Works, Finance, Treasury, Health and Human Services, the Court System and others to ensure data and information is provided to provide seamless services to Community members for realty and membership functions.
• Responds to inquiries from CDD staff, landowners, families, contractors, vendors, funding sources, Council, Administration and other outside agencies on status of projects or other issues.

2.  Needs Assessments:  Communicates and coordinates with CDD Administrative Staff, CDD MRPM Supervisors and other departments to determine specific projects needs and status.

• Sets up and conducts meetings with staff, contractors, vendors, etc, for existing or upcoming projects to determine specific requirements for labor, materials and equipment requirements.

3.  Project Audits:  Reviews and monitors status of ongoing projects on a regular basis to ensure work is performed according to capital improvement plan (CIP) and grant funds.

• Makes on-site assessments of newly proposed projects and keep the MRPM Supervisors and CDD leadership informed of any related issues or concerns.
• Meets with CDD and Tribal Government staff, families, landowners, contractors, vendors, etc, to ensure project compliance with Community standards, codes, ordinances, mission and vision.

4.  Special Projects:  Performs and manages special projects at the request of the MRPM Supervisors, Department leadership or  or designee.

• Performs field visits for special projects when required.
• Attends meetings 
• Responds to inquiries from CDD staff, families, landowners, contractors, vendors, funding sources, Council, Administration and other outside agencies on status of projects or other issues.
• Coordinates and facilitates various project related activities including, but not limited to, strategic planning, scheduling, document control, project reviews and audits.
• Coordinates preparation for project documents and tracks the project status review process.
• Establishes internal documentation, guidelines, standards and procedures for the Departments project oversight.
• Prepares monthly, quarterly and annual reports on project status.

5.  Miscellaneous:  Performs other job related duties that enhance and facilitate departmental operations.

Knowledge, Skills, Abilities and Other Characteristics:

• Knowledge of the culture, customs traditions, history and government of the Salt River Pima-Maricopa Indian Community.
• Knowledge of SRPMIC ordinances, rules, policies and procedures.
• Knowledge and ability to develop program goals and objectives, and implement program plans.
• Knowledge of project planning, methods, concepts, techniques, practices documentation, presentations, etc.
• Knowledge of project management.
• Knowledge of basic accounting practices for project budgeting purposes.
• Knowledge of grants and contracts.

• Skill evaluation project work in progress including plans, feasibility recommendations, specifications, cost estimates and completed work.
• Skill establishing and maintaining effective working relationships with staff, SRPMIC members, Departments and the public.
• Skill organizing and maintaining office records, financial documents and maintaining adequate records for project compliance review and response to appropriate requests for information.
• Skill understanding and interpreting complex concepts, rules, regulations and guidelines.
• Skill operating various office equipment and understanding of computer systems and software programs needed to accomplish department goals.
• Skill in communication and customer service.

• Ability to gain and maintain federal security clearance for the United States Department of the Interior data systems.
• Ability to use personal computer and related software, including MS Office, to maintain records and create timely, meaningful reports.
• Ability to gather and analyze data logically and draws valid conclusions.
• Ability to prepare project cost estimates.
• Ability to resolve customer conflicts, complaints and apply negotiation skills for immediate results.
• Ability to manage, organize, interpret, compile and write accurate and concise reports.
• Ability to read and interpret policies and procedures of the SRPMIC government, organization and programs.
• Ability to communicate effectively verbally and in writing and with staff, contractors, vendors, Council, Administration, Community members and the public.
• Ability to produce written documents and presentations in the English language with clearly organized thoughts with proper sentence construction, punctuations and grammar.
• Ability to work cooperatively with other employees, public officials, vendors, contractors and the public.
• Ability to read and understand project schedules.
• Ability to manage multiple priorities and establish goals.
• Ability to review and check the work products of others to ensure compliance with established standards.
• Ability to lift and carry 50 lbs., climb ladders or steps, bend or stoop repeatedly and continually over time to perform inspections.

Qualifications:

Education & Experience:  Bachelor’s degree in Project Management, Business Management, Public Administration or closely related field required plus 3 years of progressively responsible experience in Project Planning or related experience required. 

Certification:  The employee must have United States Department of the Interior Security Clearance or pre-clearance for information system access and use.

Equivalency:  Any equivalent combination of experience and education that will allow the applicant to satisfactorily perform the duties of the job may be considered when filing the position.

Underfill Eligibility: An enrolled Community Member whom closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2-19, Underfill. 

• May be required to work beyond normal work hours including nights, weekends and holidays.

• Will be subject to an extensive pre-employment background check, including fingerprinting.

Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check. 

"SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to a qualified: Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidate.

In order to obtain preference, the following is required: 1) Qualified Community Member Veteran (DD-214) will be required at the time of application submission 2) Qualified Community Member (must provide Tribal I.D at time of application submission),3) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB is required at time of application submission), and 4) Native American (Tribal ID or CIB required at time of application submission).

Documents may be submitted by one of the following methods: 

1) attach to application

2) fax (480) 362-5860

3) mail or hand deliver to Human Resources.

Documentation must be received by position closing date.