TMD - Project Management Specialist I (Project Document Specialist)

Job Description

APPLICATIONS SHOULD BE COMPLETED ONLINE THROUGH CAPPS RECRUIT AT:

https://capps.taleo.net/careersection/ex/jobdetail.ftl?job=00045280

APPLICATIONS SUBMITTED THROUGH WORK IN TEXAS:

Applicants may submit applications through Work In Texas (WIT), however, applicants must complete the supplemental questions in CAPPS Recruit to be considered for the position. In order to complete the supplemental questions, please register and/or login to CAPPS Recruit and access your profile. Go to CAPPS Recruit to Sign In (Link: https://capps.taleo.net/careersection/ex/jobsearch.ftl?lang=en)

Your job application must be complete and thorough including responding to all the supplemental questions. Your application must contain complete job histories, which includes job titles, dates of employment, name of employer and a description of duties performed. If this information is not submitted, your application may be rejected because it is incomplete. Resumes do not take the place of this required information.

NOTES TO THE APPLICANT:

TMD State Employees support the Texas Military Department by delivering critical services that enable the agency to meet its strategic goals. Your work will contribute to the support we offer our Texas National Guard members, thereby multiplying their capability to serve at home and abroad as missions dictate. The Texas Military Department provides a benefits package that includes, but is not limited to:

• Health insurance benefits (employee premiums are covered at 100%, family premiums at 50%)
• Optional Vision, Dental, Life, and Disability insurance at competitive rates
• Generous paid vacation, sick leave, and State and Federal holidays
• Defined benefit retirement structure known as a cash balance benefit, with a state match equal to 150% of the account balance at retirement and guaranteed earnings of at least 4% annually
• Additional voluntary retirement savings programs (Texa$aver 401(k) and 457 programs)
• Flexible spending account options for medical and childcare expenses
• Potential for modified work schedules including flex, compressed, or telework (position dependent)
• Free access to Camp Mabry Museum and historical structures
• Robust free training access through Texas Military Department's Web-Based Learning Program
• Expansive Employee Assistance Program and complimentary counseling services
• Employee Wellness and Physical Fitness Programs

Military membership is not required for this position.

ABOUT US:

Our Agency: The Texas Military Department (TMD) is commanded by The Adjutant General of Texas, the state's senior military official appointed by the governor, and is comprised of the Texas Military Department (State & Federal Civilian Employees), the Texas Army National Guard (TXARNG), the Texas Air National Guard (TXANG) and the Texas State Guard (TXSG).

Our Vision: America's premier state military organization comprised of professional mission-ready forces, fully engaged with our communities, and relevant through the 21st century.

Our Mission: Provide the Governor and the President with ready forces in support of state and federal authorities at home and abroad.

BRIEF POSITION SUMMARY

Performs routine (journey-level) consultative and technical assistance work with the Design and Project Management (DPM) Branch and the Environmental Branch (ENV) of the Construction and Facilities Management Office (CFMO). Works with all branches of the CFMO directorate, the Contract Management Branch, the Plans and Programming Branch, and the ENV, to successfully execute major and minor design, construction projects, and environmental projects. Provides technical assistance to DPM and ENV staff through all phases of engineering and architectural projects (scoping through closeout). Reports to the Deputy Contract Manager and works under moderate supervision with limited latitude for the use of initiative and independent judgment.

WORK HOURS: Monday - Friday, 8 hours a day, 40 hours a week

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES

• Performs an array of technical, training, research, planning, policy, and administrative activities for the Contracts Management Branch.
• Processes change orders, payment submittals and coordinates documentation with all CFMO branches for contracts.
• Coordinates funding with Resource Management Branch to create a budget for projects.
• Assists the Branch Deputy in developing and recording Branch processes and procedures in written and graphic format.
• Assists with developing Branch policies and procedure manuals.
• Manages and updates the Project Process Map and flow charts.
• Provides management reports, enters and tracks data, and closes and archives project documentation.
• Assists in developing, revising, and maintaining scoping documents for proposed projects.
• Assists in preparing and tracking scoping document status for state and federally-funded projects.
• Performs data entry in several types of databases and assists in project status reporting.
• Assists in preparing administrative reports, studies, and projects.
• Assists Branch staff in procuring goods and services.
• May be required to perform duty in support of national emergencies, disasters, and other requests to include holidays, evenings, and weekends.
• Attends work regularly and observes approved work hours in accordance with agency state employee policies and procedures handbook.
• Performs related work as assigned.

Qualifications:

MINIMUM QUALIFICATIONS

EDUCATION:

• Graduation from an accredited four-year college or university is required. (Substitution Allowed)

PREFERRED EDUCATION:

• Graduation from an accredited four-year college or university with major coursework in design, project management, business administration, planning, mathematics, environmental management, or a related field is preferred.

EXPERIENCE:

• Two years' experience working in either construction and engineering-related project management, business management, contract management, procurement, environmental management, or a related field is required
• Experience using Microsoft applications, including Outlook, Word, and Excel, is required.

PREFERRED EXPERIENCE:

• Experience working in the military and/or National Guard environment is preferred.
• Experience with Microsoft Project scheduling software is preferred.
• Experience using CAPPS (Centralized Accounting and Payroll/Personnel System) is preferred.
• State agency procurement processes and procedures are preferred.

SUBSTITUTION:

• Additional years of experience working in construction and engineering-related project management, business management, contract management, procurement, environmental management, or related field may substitute for the required education on a year-per-year basis.

REGISTRATION, CERTIFICATION OR LICENSURE:

• Valid driver's license is required. *If not currently a Texas resident, must obtain a Texas Driver's License within 30 days after entering Texas as a new resident. A satisfactory driving record is required for operating state or personal vehicles to conduct agency business.
• Must obtain a Certified Texas Contract Developer (CTCD) and Certified Texas Contract Manager (CTCM) through the Comptroller of Public Accounts within 18 months of hire (preferred at the time of hire).

OTHER REQUIREMENTS:

• Must be able to obtain a federal Common Access Card (CAC). Selected candidate must pass a federal security background investigation. The process includes a National Agency Check and Inquiry (NACI) and fingerprinting.
• The Immigration Reform and Control Act of 1986 requires all new employees to present proof of eligibility to work in the United States within three (3) days of being hired. The Texas Military Department participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization.
• Upon hire with the State of Texas, males between the ages of 18 through 25 must provide proof of registration or exemption with the Selective Service. For further information, visit the Selective Service website at https://www.sss.gov/RegVer/wfVerification.aspx.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

• Visio or other flow chart software/creating flow charts;
• electronic databases; and
• inputting and retrieving data through prepared reports.

Skill in:

• gathering, assembling, correlating, and analyzing facts;
• working with complex spreadsheets and databases;
• communicating effectively both verbally and in writing;
• planning, organizing, and prioritizing tasks;
• using standard office equipment; and
• operating computers using Microsoft Office Suite to include Outlook, Word, Excel, and Access.

Ability to:

• create solutions to problems;
• adjust to changing and conflicting priorities;
• prepare detailed and concise reports within required timelines;
• develop, evaluate and interpret policies and procedures;
• communicate effectively and train others;
• work in a team environment;
• establish effective working relationships; and
• work in a military environment.

PHYSICAL/WORKING CONDITIONS

Work is performed indoors, incumbent is exposed to normal office temperatures and noise. Work is typically performed in an office setting, involving standing, walking, and sitting for extended periods of time, using a personal computer and telephone to conduct business. May lift, carry, move, and/or set up equipment and materials that weigh up to 40 pounds.

MILITARY EMPLOYMENT PREFERENCE

If you qualify for a Military Employment Preference, it is mandatory that you provide the required documentation at the time of applying. Documentation must be provided before a Military Employment Preference can be granted.

Currently Serving U.S. Armed Forces or Texas National Guard - Statement of service memo

Veteran - DD Form 214 (or Equivalent)

Disabled Veteran - VA Civil Service Preference Letter

Spouse of a member of the United States Armed Forces or Texas National Guard serving on active duty - Marriage certificate and verification of duty status (active duty orders, PCS orders, statement of service)

Spouse of a veteran if the spouse is the primary source of income for the household and the veteran has a total disability rating based either on having a service-connected disability with a disability rating of at least 70 percent or on individual unemployability - Marriage certificate, VA Civil Service Preference Letter indicating disability rating, and documentary proof of income

Surviving Spouse of a Veteran who has not remarried - Marriage certificate and DD Form 1300

Orphan of a Veteran who was killed during active duty - Birth Certificate and DD Form 1300

VETERANS:

Use your military skills to qualify for this position or other jobs. Go to www.texasskillstowork.com to translate your military work experience and training courses into civilian job terms, qualifications, and skill sets.

Veterans, Reservist or Guardsmen with an MOS or additional duties that fall in the following fields or other related fields pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply:

United States Army: No Military Equivalent

United States Navy: CE Construction Electrician

United States Coast Guard: SEI16 Acquisition Project Management

United States Marine Corps: 8060 Acquisition Specialist

United States Air Force: 32EXC Civil Engineering

Additional Military Crosswalk information can be accessed at: hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_ProgramManagement.pdf

Contact TMD's Veteran's Liaison, Paul Love if you have questions at (512)782-3836 or staffingHR@military.texas.gov

The Texas Military Department does not discriminate on the basis of race, color, national origin, sex, religion, age, genetic information, or status as an individual with a disability or protected veteran status in employment or in the provision of services.