Project Management Information Specialist

A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact.

As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here.

What we offer

• Impact - The work you do here matters to millions. 
• Growth - Philadelphia is growing, why not grow with it? 
• Diversity & Inclusion - Find a career in a place where everyone belongs.
• Benefits - We care about your well-being.

Agency Description

The Managing Director’s Office (MDO) manages and oversees the operations of the City. Working with five Cabinet-level Deputies, operational oversight is divided into specific departmental clusters: Community Services, General Services, Arts, & Events, Health & Human Services, Public Safety & Criminal Justice, and Transportation, Infrastructure, & Sustainability.

The Capital Program Office (CPO) is an office within the Office of the Managing Director’s purview, responsible for capital planning and implementation for a number of City agencies, including but not limited to Philadelphia Parks and Recreation, Police, Fire, Prisons, Health, Office of Homeless Services, Fleet, The Free Library and Public Property. CPO is assigned to work with the City Planning Commission, Budget Office and client departments in the creation of the annual capital budget and capital program, by evaluating proposed capital projects in terms of cost, schedule of work, timetable for completion, utility and practicality as well as benefit to the City and compliance with the priorities of the Administration. The CPO oversees the engineering and architectural functions for - and otherwise is responsible for - implementing projects set forth in the City’s current and future capital budgets and programs.

Position Summary

This is a full-time, in-person position.  The Project Management Information Specialist will play a key role in providing support for software and tool implementations within the Capital Program Office’s Innovation and Analytics team.. In partnership with the team, they develop an understanding of the business processes surrounding the assigned software, learn and maintain expertise in system functionality, and analyze best practices to recommend improvements to system configuration or business processes. The Specialist also plays a key role in documenting application behavior, controls, standards, and known issues to support effective system use and troubleshooting. They provide assistance with support issues and are expected to manage work transparently, proactively identify issues or trends, and prevent problems before they impact operations. This position plays a key role in maintaining efficient internal workflows, vendor engagement, system training, and program policy updates across the organization. This position will report to the Senior Operations Manager.

Essential Functions

• Assist with maintenance and continuous improvement of the Construction Management Information System, including business workflow development, support tracking, and user support
• Manage and evaluate training sessions and workshops for internal and external stakeholders related to capital project systems, policies, and procedures, including use of Construction Management platforms.
• Act as a technical support for specific technology solution(s) and understand system configuration, workflows, and integrations.
• Develop, maintain, and organize accurate documentation including system standards, configuration notes, known issues, workarounds, release notes, and user-facing guides.
• Work within a support service system, ensuring timely updates, clear communication, and adherence to internal service expectations.
• Monitor recurring issues or patterns in the queue and proactively escalate or address root causes.
• Work closely with development and support teams (City or vendor) on issue resolution, enhancements, and prioritization of system improvements.
• Perform initial testing of enhancements, patches, and upgrades; coordinate with business subject matter experts for further validation.
• Research and promote the use of existing and emerging technologies to support or enhance CPO’s operations.
• Analyze operational issues and recommend, develop, and implement practical solutions to support capital project delivery, track milestones, resolve operational issues, and facilitate interdepartmental collaboration.
• Support program and policy updates related to design, construction, and project management processes; lead development of clear and consistent Standard Operating Procedures (SOPs) and policy documentation
• Support the research, development, procurement, and implementation of existing, new, and emerging technologies including hardware, software installations.

Perform additional duties as required.

Required Competencies, Knowledge, Skills, and Abilities

Knowledge:

• Familiarity with project management platforms or similar systems used to track scope, schedule, budget, and performance
• Knowledge of process improvement methodologies and workflow design best practices
• Ability to analyze operational issues and recommend, develop, and implement practical solutions
• Ability to learn and apply technical systems quickly and guide others in their use
• Ability to draft, revise, and standardize SOPs and policies in clear, accessible language
• Experience working in a support service system, with the ability to manage competing demands, communicate effectively, and maintain service visibility.
• Ability to work with end users to understand business processes, define requirements, and translate those needs into actionable tickets or technical specifications.
• Ability to build effective working relationships and operate collaboratively across a vendor-heavy technology ecosystem
• Commitment to delivering modern, user-centered technology support in alignment with CPO’s Innovation and Analytics culture of accountability, collaboration, and continuous improvement
• Ability to work independently while also contributing to team-based efforts in a dynamic and fast-paced environment

EDUCATION:

Completion of a bachelor’s degree program at an accredited college or university with major coursework in business, construction management, project management, information systems, computer science, or information technology.

EXPERIENCE:

Two years of experience in application support or a closely related technical support role.  Experience working with vendors, supporting end users, assisting with software implementation, and documenting technical processes is preferred.

NOTE:  Experience determined to be acceptable by the Capital Program Office may be substituted for the required education on a year-for-year basis.

TO APPLY: Interested candidates must submit:

• cover letter
• resume

Salary Range: $60,000 - $70,000

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation: City employees get unlimited FREE public transportation all year long through SEPTA’s Key Advantage program. Employees can ride on SEPTA buses, subways, trolleys, and regional rail for their daily commute and more.
• Parental Benefits: The City offers its employees 8 weeks of paid parental leave.
• We offer Comprehensive health coverage for employees and their eligible dependents.
• Our wellness program offers eligibility into the discounted medical plan
• Employees receive paid vacation, sick leave, and holidays
• Generous retirement savings options are available
• Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.
• Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too!

Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

*The successful candidate must be a city of Philadelphia resident within six months of hire

Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to [email protected].

For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx