State of Illinois Hiring for PUBLIC SERVICE ADMINISTRATOR, Option (Project Managment Office Manager) at Springfield, IL Full Time

Position Overview

Are you looking for a rewarding career with an organization that values their staff? The Department of Innovation & Technology (DoIT) is seeking to hire qualified candidates with the opportunity to work in a dynamic, creative thinking, problem solving environment. This position serves as serves as Project Management Office Manager planning, developing, administering and coordinating assigned Innovation Technology (IT) projects for DoIT/IDPR. In this role you will manage project team staff including business analysts, IT Product Owners, developers, database administrators and system analysts designing, developing and implementing systems for the Department and an inter-agency system database that will accept, account for and track inter-agency information. In addition, you will evaluate, design, and re-engineer Department processes to identify and further develop opportunities for improvement for assigned areas and/or projects. If you possess these knowledges, skills, abilities and experience, we invite you to apply for this position with DoIT!

Job Responsibilities

25% Subject to management approval, serves as Project Management Office Manager planning, developing, administering and coordinating assigned Innovation Technology (IT) projects for DoIT/IDPR:

• Performs project management through the entire project lifecycle, from discovery through close, following Project Management Institute (PMI) and Software Development Life Cycle (SDLC) best practices.
• Employs Project Management Methodologies including, but not limited to, Waterfall, Modified-Waterfall, and Agile methodologies including SCRUM and Kanban Agile Frameworks
• Develops the initial project plan/task/list/Work Breakdown Structure (WBS) / Schedule in MS Project and maintains and updates the WBS at regularly scheduled intervals, baselining and re-baselining the WBS as scheduled
• Creates and maintains ‘Responsible, Accountable, Contribute, Informed’ (RACI) Charts for projects and assignments
• Collects and analyzes data, compiles, reviews, and prepares ‘SMART’ project status reports and project registers which answer the ‘5Ws+H’; works in connection with project teams, which includes business partners, technical staff, program managers, product managers, other State agencies and vendors to ensure projects align with agency mission, strategies and goals
• Translates and summarizes highly technical, complex concepts and tasks included in project plans and documents into ‘SMART’ understandable terms answering the ‘5Ws+H’ using software tools such as MS Project, MS Visio, MS PowerPoint, MS Word, MS Excel, MS SharePoint, Adobe, WebEx, etc.
• Maintains and drives the project schedule and scope to ensure the project stays on track
• Facilitates risk mitigation, issue resolution, change management, communication management and tracks project deliverables
• Administers and maintains the Project SharePoint Site and the project communication channel
• Manages software development projects for application processing including Intake, Certification, Regulation/Enforcement, Case Management, Lifecycle Management, Renewal/Recertification, Fee Processing, and automated workflow definition, design and implementation
• Analyzes administrative problems and adopts an effective course of action
• Develops, installs and evaluates new and revised methods, procedures and performance standards
• Develops, implements and interprets policies and procedures
• Estimates and budgets for future needs and cost of personnel, space, equipment, supplies and services
• Develops and maintains cooperative working relationships

(Job Responsibilities continued)

25% Manages project team staff including business analysts, IT Product Owners, developers, database administrators and system analysts designing, developing and implementing systems for the Department and an inter-agency system database that will accept, account for and track inter-agency information:

• Oversees project team assignments to ensure appropriate planning and scheduling scheduled using Task Lists / Work Breakdown Structures (WBSs) / Schedules / RACI.
• Reviews project team deliverables to ensure they are ‘SMART’, answering the ‘5Ws+H’ and meeting quality requirements including formatting, content and delivery method
• Monitors project deliverables to ensure scheduled deadlines are met
• Manages projects relating to application development, database development, database management, web site development, technology implementations and sunsets, system and process documentation, audit, and other strategic, tactical and operational projects
• Reviews and monitors workloads and project priorities to ensure timelines, needs and goals, as defined by the project charters and IT Executive Steering Committee, are met
• Reviews, evaluates, and reports the progress of projects to the Chief Information Officer (CIO)
• Communicates within the Department and other state agencies and vendors to gain support from all stakeholders
• Reviews all communications to ensure they meet specified deadlines, are ‘SMART’, answer the ‘5Ws+H’, and meet quality requirements including formatting, content and delivery method

15% Evaluates, designs, and re-engineers Department processes to identify and further develop opportunities for improvement for assigned areas and/or projects:

• Manages implementation of new services, programs, operations and procedures
• Develops, implements and maintains MS Office templates and SharePoint Sites to support defined processes
• Develops projects plans to ensure agency resources are engaged in activities reflecting agency goals
• Coordinates priorities in conjunction with superiors to ensure that overall goals are met for the department
• Considers current and future product support requirements and service level agreements when establishing processes and resource allocation
• Participates in Project Pipeline management

10% Communicates and collaborates with all project stakeholders including business partners, IT, other State Agencies and vendors to facilitate system, database, and network access as appropriate for projects and within State defined security parameters:

• Provides support, communicates and collaborates with outside vendors for projects and ensures compliance to State contract requirements related to project objectives and goals
• Works outside of normal hours to meet deadlines

10% Serves as a working supervisor:

• Assigns and reviews work.
• Provides guidance and training to assigned staff.
• Counsels staff regarding work performance.
• Reassigns staff to meet day-to-day operating needs.
• Establishes annual goals and objectives.
• Approves time off.
• Prepares and signs performance evaluations.

5% Identifies training needs and implements training:

• Develops and monitors training curricula, materials, strategies and programs for employees on newly developed programs and technology
• Reviews training methods and explores alternative delivery options
• Travels to conduct and/or attend project and department meetings, workshops and training sessions

Job Responsibilities (Continued)

5% Recommends, documents, and maintains policies and procedures for project governance including project templates for project governance; participates in internal and external project and IT audits as ‘audit responder’; assures the audit is present and accurate, and the work is in compliance with relevant methodology components, standards and processes.

• Implements the governance process.
• Generates and receives reports from PMO governance tools and monitors project compliance.

5% Keeps abreast of new developments in the Information Technology (IT) field:

• Continues education by attending meetings, training sessions, seminars and conferences to increase familiarity with and maintain current on IT products, vendors, techniques and procedures
• Attends demonstrations and exhibitions related to assigned operations
• Travels when held off-site

5% Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above

Minimum Qualifications

1. Requires knowledge, skill and mental development equivalent to completion of four (4) years of college, preferably with courses in computer science or information technology management or directly related fields.
2. Requires prior experience equivalent to three (3) years of progressively responsible administrative experience in IT project management or directly related IT field

Specialized Skills

1. Requires two (2) years of professional experience defining, documenting, implementing and maintaining project management methodologies, frameworks, policies and procedures for software development/implementation project teams
2. Requires three (3) years of experience supervising a project team of IT professionals performing software application development and implementation following SDLC best practices
3. Requires three (3) years of professional experience with project methodologies including, but not limited to, Waterfall, Modified-Waterfall, and Agile methodologies, Scrum and Kanban Agile Frameworks
4. Requires two (2) years of professional experience managing project pipeline/project portfolio
5. Requires Project Management Professional (PMP) certification

Preferred Qualifications ( In Order of Significance)

1. Two (2) years of professional experience defining, documenting, implementing and maintaining project management methodologies, frameworks, policies and procedures for software development/implementation project teams
2. Three (3) years of experience supervising a project team of IT professionals performing software application development and implementation following SDLC best practices
3. Three (3) years of professional experience with project methodologies including, but not limited to, Waterfall, Modified-Waterfall, and Agile methodologies, Scrum and Kanban Agile Frameworks
4. Two (2) years of professional experience managing project pipeline/project portfolio
5. Project Management Professional (PMP) certification
6. Two (2) years of experience as a contributing member of a Scrum Team
7. Two (2) years of professional experience directly managing software vendor relationships including directing priorities, managing account/budget, and risk management
8. Extensive knowledge of MS Visio Cross-Functional Process Flows and Organization Charts
9. Extensive knowledge of Microsoft Project Work Breakdown Structures (WBS); Responsible, Accountable, Contribute/Consult, Informed (RACI) Charts
10. Extensive knowledge of specific, Measurable, Assignable/Achievable, Realistic/Relevant, Traceable/Timeboxed (SMART) documentation answering the Who, What, When, Where, Why, How (5Ws+H).
11. Extensive knowledge of Microsoft Office Suite Products including Visio and MS Project
12. Developed verbal and written communication skills to present information to others with clarity and precision.
13. Ability to analyze administrative problems and adopt and effective course of action
14. Ability to develop and maintain cooperative working relationships

Conditions of Employment

1. Requires the ability to pass a position specific, agency required background check
2. Requires the ability to travel
3. Requires the ability to work outside of normal hours to meet deadlines
4. Requires the ability to use agency supplied equipment such as laptop, personal computer, work cell phone, etc.