Document Control Two Jobs in Minnesota (NOW HIRING)

Below is specific information for you to consider about this position.

Job Title: Manager, Program Controls  and Requisition ID number: 104150

Close Date: 11:59 PM on  

Organizational Unit:  Facilities Planning, Design, & Const. (10001176) 

Site:  Davis Center (0001) 

FTE:  1.000; 52 wks; this is based on full-time equivalency with 1.0 being full-time

Union:  MAAS(43) 

Functional Area:  Administrative 

Salary Range:  $109,284 - $136,480

Benefits:  Dental insurance | Health insurance | Vision insurance | Paid time off | HSA & FSA | Retirement plan

A resume and a cover letter are mandatory to apply for this position.
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Summary

Develops and monitors fiscal and document controls to help ensure compliance of the District’s deferred maintenance and new construction projects with state statutes and district policy and procedures, and to supervise the staff supporting the same.

Essential Functions

• Plan, delegate, supervise, coordinate and review the work of the Facilities Program Controls team.

• Perform all supervisory responsibilities including performance appraisals, discipline, hiring, training and professional growth opportunities for assigned staff.  Lead, coordinate workflow, establish priorities and goals, and facilitate communications within the division.  Maintain, review and update work schedules as needed.
• Develop and maintain procedures for all fiscal, document control, and quality assurance systems for the Facilities Department.
• Ensure that fiscal and document control processes meet all quality and regulatory requirements.
• Educate and assist controlled document users with document control compliance requirements.
• Lead the development of program-wide reporting, including expenditure-side cash flows, per funding source.
• Collaborate with direct reports and other staff to ensure program status, statistics, and cash flow are being meaningfully represented to varying stakeholders.
• Review changes to documents for compliance with contractual requirements.
• Monitor document control compliance to ensure revisions in use are correct and compliant.
• Provide quality assurance procedures to ensure completeness, accuracy, and conformance of records to approved procedures.
• Liaison with District accounting (including external financial advisors), purchasing, and project management staff for quality assurance on all projects within the program.
• Support internal and external audits of fiscal and document control and ensure audit readiness of fiscal and document control systems.
• Maintain documentation of design controls, risk management, technical files, specifications, etc.
• Develop and implement administrative processes and procedures to ensure accurate and complete project files.
• Lead the completion of all necessary Minnesota Department of Education submittals for each assigned project.
• Support in the updating of the District’s long range capital plan and master schedule.
• Interface with and use accounting, procurement, and project management software.
• Recommend software and systems when appropriate and necessary for quality management.
• Contribute to the District’s strategic plan to support academic achievement, student well-being, effective staff, and school & district climate.
• Perform other related duties as assigned.

Minimum Qualifications

Bachelor’s degree AND five years of experience in business or construction administraton, quality control, research analysis or a related field; OR an equivalent combination of education, training, and experience as determined by Human Resources.

Knowledge of

• Managing document controls for facilities projects and programs.
• The requirements of documentation used in support of capital improvement programs for public sector organizations.
• Working knowledge of public funding.
• Working knowledge of state and federal agencies that regulate public sector construction projects.

Skill in

• Bringing continuous improvement and quality assurance to fiscal and document controls for school district capital improvements programs.
• Utilizing computer systems in the performance of job responsibilities.
• Data management, recordkeeping, research, analysis and reporting.
• Interpersonal and communication skills, including oral, written and listening.
• Ability to deal tactfully and effectively with district administrators, representatives of other public entities, and the general public.

 

Preferred Qualifications

• Knowledge of the District’s enterprise financial software system of record and / or enterprise project management platforms / software
• Five years relevant experience in public capital program management, preferably under the purview of Minnesota Department of Education
• Two years of supervisory experience

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Final candidates may be invited to interview with a committee. Final appointment to this position will be contingent upon passing a criminal background check.
COMMITMENT TO DIVERSITY:
Diversity is one of Minneapolis Public Schools core values and is essential to our goal of putting children first and making them college-ready.  Diversity of our workforce provides us with a competitive advantage and allows us to better understand, communicate with and educate our diverse student body. Minneapolis Public Schools will not deny anyone the opportunity for training or employment because of race, color, creed, religion, national origin, gender or gender identity, marital status, status with regard to public assistance, disability, sexual orientation, age, family care leave status, or veteran status.

Minneapolis Public Schools strongly encourages diverse candidates to apply.

Posting Notes: | 12:01 AM On | Facilities Planning, Design, & Const. (10001176) | Davis Center (0001) | Administrative