Project Controls Analyst II at Massachusetts Bay Transportation Authority (MBTA) in Boston, MA

: At the MBTA, we envision a thriving region enabled by a best-in-class transit system. Our mission is to serve the public by providing safe, reliable, and accessible transportation. MBTA’s core values are built around safety, service, equity, and sustainability and each employee that works for the MBTA performs their roles based on our vision, mission, and values. This includes attendance, participation, and contribution in local safety committee meetings as needed.

Job Summary

The Bus Transformation Office (BTO) oversee the Better Bus Project, a portfolio of activities at the MBTA aiming to make bus an easy first choice for more travelers. We implement the Bus Network Redesign (BNR) and Transit Priority Vision (TPV), we "tell the story" of what's happening across the full spectrum of activities, we cast a vision for what a transformed bus network would look like, we measure and share progress against that vision, and we advocate for resources and drive progress across all projects-some of which we directly manage, some of which we don't.

The BTO plans, coordinates, designs, and directly or indirectly delivers a portfolio of projects ranging in complexity from modifying a curb to rebuilding an entire corridor budgeted over $100M. Implementation of the BNR and TPV is funded through a variety of state, local, and federal sources. We deliver projects through a variety of General Engineering Contracts (GECs), on-call contracts, bid contracts, and the MBTA's in-house workforces. The nature of our projects often triggers associated changes to bus operations and bus rider journeys, requiring Project Managers to tightly align multiple departments' activities on the known design and schedule.

As the Better Bus Project Controls Analyst, you will make and streamline the connections between funding sources, delivery mechanisms, and BTO's master schedule of projects. You are responsible for the management and quality of the master schedule, as well as the execution and process health of budgeting, contract and task order generation and closeout, invoicing, cashflow reporting, risk management, and other financial reporting activities. As the BTO's subject matter expert on these project controls, you support the Directors' enforcement of standard operating procedures (SOP) by reporting and resolving defects, and by coaching Project Managers on the SOP. This role offers an exciting opportunity to ensure Better Bus Projects are delivered on-budget and on-time (or better), and to implement best practices across an extremely complex multi-year portfolio.

Duties & Responsibilities

Generate cashflow projections and reports across a diverse portfolio of related projects, and establish the SOP
Establish SOP for end of month closeouts, and drive compliance across BTO
Assist preparation of project and program reporting at weekly, monthly, quarterly, and annual intervals
Developing materials for public input, including high quality charts, tables, and presentations related to project controls
Perform related duties and projects as assigned.

Budget and Contract Administration

Implement quality assurance (QA) procedures across all budgeted project, capital expenditure, and other cost center workflows; and perform quality controls (QC) across the same
Establish and enforce a centralized system of all financial activities within BTO in compliance with the MBTA's existing policies and procedures
Establish and enforce a centralized invoicing system in compliance with the MBTA's existing policies and procedures, including QA/QC mechanisms, and establish the SOP biased toward visibility and efficiency
Track progress, outlays, and risks in GEC, task order, and other contract activities; and report on utilization and compliance
Assist Project Managers in executing financial transactions related to project development and delivery, including but not limited to estimating and establishing force accounts, small value procurements, task orders, and other contracts
Analyze and report on financial trends and changes to any contracts
Negotiate third party cost estimates on behalf of BTO projects
Coordinate and track timely administration, routing, and approval of various contracts, agreements, and related materials, ensuring adherence to approval protocols

Compliance, Risk, and Grant Management

Identify and report on risk indicators impacting budgets or schedules; alert and advise accountable Project Managers to mitigate risks
Coordinate and participate in risk analysis, constructability, and value engineering workshops for BTO projects
Review future capital project plans for known risk indicators
Advise Project Managers in creating project schedules and budgets, including cost contingencies
Monitor and report status and risk of competitive grant activities, including but not limited to key milestones, agreement deadlines, establishing memoranda of understanding, etc.

Scheduling

Prepare project schedules at a summary level to become part of the Integrated Master Schedule, and administer the master schedule
Review and analyze project schedules, assisting Project Managers with monitoring project schedules against actual progress, by comparing baseline and report progress against the schedule, forecasting impacts of proposed changes on schedules, and standardizing work products across teams.
Assist Project Managers assessing mitigation strategies for implementation by consultants
Review schedules to determine the design, engineering, and construction contractor compliance with the scheduling requirements included in their contract.
Prepare schedule analysis reports.
Assist Project Managers with responses to contractor schedule delay letters.
Manage design and construction planning and scheduling activities provided by outside schedule consultants.
Assist Project Managers coordinating proposed schedules with various MBTA Departments to ensure feasibility across stakeholder departments
Create and maintain templates for project scheduled, including standardizing milestones, dependencies, and Work Breakdown Structures (WBS) or similar structures
Perform all other duties and projects that may be assigned.

Minimum Requirements & Qualifications

A Bachelor's degree from an accredited institution in Engineering, Construction Management, Business Administration, Accounting, Finance, or related field.
Two (2) years of experience in project administration or coordination duties, supporting a large department or group in project controls, financial reporting, and project management.
Highly organized and able to manage time, resources, and people, with an exceptional ability to handle multiple projects simultaneously.
Understanding of budgeting, accounting, change management, schedule management associated with major project execution.
Expertise in Excel, and PowerPoint including Pivot Tables and large data sets.
Experience using Microsoft Project or other scheduling software.
Ability to learn quickly, take direction, and work independently, and to use creative, collaborative, and consultative approaches to resolve issues.

Substitutions Include

A High School Diploma or GED with an additional seven (7) years of directly related experience substitutes for the bachelor's degree requirement.
An associate degree from an accredited institution an additional three (3) years of directly related experience substitutes for the bachelor's degree requirement.
A master's degree in a related subject substitutes for two (2) years of general experience.
A nationally recognized certification, or statewide/professional certification in a related field substitutes for one year of experience.

Preferred Experience and Skills
Excellent communication, analytical, and presentation skills with the ability to influence people at all levels of the organization, both vertically and horizontally.
Experience managing a large portfolio with a complicated set of funding sources and contract mechanisms
Track record of detecting inefficiencies and unfavorable variance in contract documents, and negotiating or otherwise delivering better terms to meet business needs
Proficiency driving compliance with complex grant requirements to fund capital or other transit projects
Demonstrated strength implementing administrative efficiency, quality, visibility, and durable process discipline
Passion for coaching and sharing expertise to grow institutional knowledge of budgets, contracts, invoicing, and grants

Job Conditions:

Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English

Ability to provide internal and external customers with courteous and professional experiences

Ability to work effectively independently and as part of a team (or supervise, if required)

Ability to uphold the rights and interests of the MBTA while building and maintaining effective relationships with employees and co-workers

Ability to adhere to rules, regulations, collective bargaining agreements (if applicable), and policies of the MBTA, including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies

Have a satisfactory work record for the two (2) years immediately prior to the closing date of this posting (unless if recent graduate), including overall employment, job performance, discipline, and safety records (infractions and/or offenses occurring after the closing of the posting and before the filling of a vacancy may preclude a candidate from consideration for selection)

Ability to pass a Criminal Offender Record Information (CORI) check, comprehensive background screening, and medical Clinic screening, potentially including a physical examination and drug and alcohol screenings

Ability to work all shifts and / or locations assigned, directed, or necessary for this position, including (for some transit / operations roles) up to twenty-four (24) hours per day, seven (7) days per week as necessary to accommodate severe weather conditions, emergencies, or any other circumstances that may potentially impact service or the safety of service

Disclaimers and Definitions:

General Disclaimer: The statements contained in this job description are intended to describe a summary, general nature, and complexity of typical job functions and do not represent an exhaustive list of all duties, tasks, and responsibilities required of staff assigned to this position.

Application Deadlines: Applicants should apply as soon as possible, as the MBTA may stop considering applicants after a sufficiently large applicant pool is established.

Work Environment: The physical demands and work environment characteristics described here-in are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform essential functions. See job description for role-specific requirements.

Work Eligibility: Although the MBTA is an Equal Opportunity Employer, all employees must be legally authorized to work in the United States for any employer and on an unrestricted basis (the MBTA does not sponsor non-US citizens). However, if you have an unrestricted work authorization, or sponsored by a separate entity, you are welcome to apply for open positions. International students taking part in CPT / STEM / OPT programs through a university are eligible for internships and co-ops with the MBTA. In compliance with federal law, all persons hired will be required to complete a Form I-9 to verify their identity and eligibility to work in the U.S.

Interviews: Candidates should ensure they arrive on time, are prepared, can remain for the duration, and if remote, are in a quiet place without distraction, for the interview. Candidates who do not attend their interview without advance authorization, including an email confirmation of a rescheduled time/date from Human Resources, will be considered a no-show and disqualified from consideration for the position. Related to rescheduling, on a one-time basis, and due to something emergent, you may be allowed to reschedule the interview. In addition, Human Resources may require documentation supporting the request. However, should you need to reschedule, you will need to contact your Recruiter directly by email.

Safety Sensitive Positions: Employees working in this classification will be subject to periodic physical examinations plus random drug and alcohol testing.

On-call or 24/7 Positions: Employees working in this classification must be available to respond to page / text / call and report to work as determined by assigned department or the Authority.

Essential / Emergency Staff: During declared "states of emergency," employees working in this classification are required to report to work for their assigned work hours or as directed by management.

ADA Accommodations: The MBTA makes reasonable accommodations for applicants with disabilities. If you require an accommodation during this process, please contact the MBTA's ADA Unit at 617-222-5751 or hradaaa@mbta.com.

Diversity, Equity, and Inclusion: The MBTA is an Equal Employment Opportunity Employer. For terms, descriptions, and definitions related to diversity, equity, inclusion, veteran status, and immediate family members that you may find on the application form, please visit mbta.com/careers-app-definitions.