PROJECT MANAGER

Position Summary
The Project Manager is a technical, administrative, and field-coordination position responsible for planning, managing, and delivering assigned municipal capital-improvement, infrastructure, utility, facility, and special projects. Reporting directly to the City Engineer within an engineering-led project-delivery structure, this role coordinates projects from initiation and scoping through design, permitting, procurement, construction observation, and closeout. 

This position focuses dedicatedly on project execution and field delivery. It does not encompass full grant administration; a separate Grants Manager directs grant compliance, applications, and financial reporting. The Project Manager works closely with the City Engineer, operating superintendents, the Grants Manager, consultants, contractors, regulatory agencies, and the public to ensure projects are delivered safely, within budget, on schedule, and in compliance with approved technical standards. 

Essential Duties and Responsibilities

• Project Scoping, Planning & Controls: Assists the City Engineer and operating departments in defining project scopes, schedules, baseline estimates, and risk registers. Maintains comprehensive project-tracking systems (such as Smartsheet/Excel) to track milestones, budget commitments, expenditures, deliverables, and open action items. 
• Design & Consultant Management: Coordinates the work of design engineers, architects, surveyors, and specialty consultants. Reviews consultant-prepared plans, specifications, technical reports, and constructability details. Prepares scopes of work, work orders and fee evaluations under continuing-services contracts. 
• Construction Administration & Field Coordination: Serves as the City’s project representative on active job sites. Conducts documented site visits, monitors contractor progress and workmanship, enforces contract compliance, and prepares detailed field reports. Coordinates preconstruction meetings, progress meetings, RFIs, submittals, testing, substantial/final completion inspections, and punch lists. Coordinates utility shutdowns, maintenance of traffic (MOT), and property access with residents and businesses. 
• Procurement, Invoicing & Change Order Management: Assists with drafting clear, nonrestrictive bid specifications and Statements of Work in compliance with City Purchasing Policies, CCNA (Fla. Stat. § 287.055), and federal procurement standards (2 C.F.R. pt. 200). Reviews contractor pay applications, consultant invoices, and schedule of values for mathematical accuracy and work-in-place verification. Evaluates change order requests, justifications, and cost impacts for review by the City Engineer. 
• Permitting, Rights-of-Way & Intergovernmental Coordination: Coordinates permit applications and compliance tracking with agencies including SJRWMD, FDEP, FDOT, USACE, and railroad operators. Identifies and tracks property ownership, utility easements, rights-of-way, and temporary construction access agreements. 
• City Commission Support: Prepares draft City Commission agenda memoranda, resolutions, exhibits, and presentations. 
• Project-Related Grant Support: Provides the Grants Manager with timely, audit-ready project records, procurement documentation, approved payment packages, field inspection reports, and schedule forecasts required for grant reimbursements and reporting. 
• Safety, Ethics & Emergency Response: Adheres to municipal ethics, safety regulations, and public records laws (Fla. Stat. ch. 119). Participates in emergency response and disaster recovery assessments during severe storm events or infrastructure emergencies. 

Engineering and Professional Authority

• Professional Limitations: Under Florida law, final engineering decisions, sealed documents, and professional engineering determinations are reserved strictly to the City Engineer or authorized licensed professionals. Unless independently licensed as a Florida Professional Engineer (PE), the Project Manager does not independently practice engineering or issue formal engineering approvals. 
• Administrative Limits: The Project Manager cannot legally bind the City, execute contracts, issue purchase orders, approve change orders, or negotiate legal claims without express written delegation. 

Knowledge, Skills, and Abilities

• Knowledge of civil infrastructure, utilities (water, wastewater, reclaimed water), stormwater management, drainage conveyance, roadways, and public facilities. 
• Strong ability to read, interpret, and evaluate civil engineering drawings, site layouts, specifications, contracts, and schedules. 
• High level of organization, attention to detail, and ability to manage multiple projects with competing deadlines. 
• Professional written and verbal communication skills; ability to explain technical details clearly to elected officials, developers, contractors, and residents. 
• Proficiency in Microsoft 365 (Word, Excel, Outlook, Teams, PowerPoint); familiarity with ArcGIS Pro, AutoCAD Civil 3D, Adobe, and project tracking software (Smartsheet/MS Project). 

Minimum Qualifications

• Education & Experience:
  • Bachelor’s degree from an accredited college or university in Civil Engineering, Construction Management, Urban/Regional Planning, Geographic Information Systems (GIS), Business Administration (MBA), Engineering Technology, or a closely related field, with demonstrated exposure to land development, capital projects, or the civil infrastructure industry; OR
  • At least four (4) years of progressively responsible experience coordinating civil construction, municipal infrastructure, land development projects/reviews, capital improvements, or public works operations; OR
  • An equivalent combination of approved education, technical training, and practical industry experience. 
• Core Requirements: Demonstrated ability to read technical site/civil plans, maintain detailed records, communicate professionally, and rapidly learn municipal construction administration procedures. 
• Driver’s License: Valid Florida Driver’s License with an acceptable driving record. 

Preferred Qualifications

• Bachelor’s degree in Civil Engineering or related technical field. 
• Active Florida Professional Engineer (PE) license or Florida Engineer Intern (EI) certification. 
• Direct experience in municipal infrastructure delivery, owner-side project management, GIS spatial mapping/asset management, or land development site review. 
• Certifications: FDOT Maintenance of Traffic (MOT), FDEP Stormwater/Erosion Control Inspector, or OSHA 30-Hour Construction Safety. 

Physical Demands and Working Conditions

Work is split between an office environment and active field construction sites. Field tasks require walking across uneven terrain, climbing, bending, and enduring Florida outdoor weather conditions (heat, rain, humidity). Must be able to lift and carry up to 40 pounds of equipment or documents, navigate active traffic corridors or utility job sites safely, and operate a City vehicle. 

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel in this position.

An individual must be able to perform the essential functions of the job with or without reasonable accommodation. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.

EEOC 

The City of Palatka is an Equal Employment Opportunity Employer. The City provides equal employment opportunities to all applicants and employees without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.

The City of Palatka is committed to maintaining a workplace free from unlawful discrimination and harassment and to providing equal opportunity in all aspects of employment, including recruitment, hiring, promotion, compensation, training, and other terms and conditions of employment.