Smart Card Project Coordinator presso Kitsap Transit, WA

About the Department

Under general supervision, administer Kitsap Transit's Smart Card program as part of the Regional Fare Coordination (RFC) Project. This regional (four counties, six transportation agencies, and Washington State Ferries) technical capital program operates a common fare collection system, using smart card technology for all participating agencies.

Position Duties

Administer Kitsap Transit's Smart Card program to comply with agency and regional goals, work activities, responsibilities, schedule, budget, etc. Attend meetings on behalf of Kitsap Transit to discuss system operating and/or administration issues and participate in the summary of regional system performance and issue identification; and coordinate agency resources to meet contract scope and schedule requirements or negotiate revisions as required. Coordinate review and approval of all technical design and functionality of the system. Prepare plans as well as manage and track the internal program plan. Generate progress reports, track budgets, forecasts budget numbers, ridership counts, usage of One Regional Card for All (ORCA) and ORCA supplies, analyze variances, support audits, conduct internal meetings, and perform other internal project management functions.

Provide internal support, including responding to queries or clarifications, coordinating and managing meetings, reviewing and consolidating comments, rationalizing conflicting comments and providing additional review of documents. Reviews and approves invoices ensuring accuracy and compliance with audit regulations. Coordinate with technical staff for the design/ development and implementation of Smart Card Fare Collection infrastructure. Organize and coordinate staff training on the Smart Card program.

Serve as the primary Kitsap Transit point of contact/authorized official for the Smart Card program. Work with consultants, suppliers and contractors. Advise the regional project team on status, technical options and implications for Kitsap Transit activity including public records requests or subpoenas and warrants for regional tracking and response coordination Identify key staff and subject matter experts to participate in ORCA Advisory Committees. Coordinate and manage responses to vendor information and technical requests. Serve as a Change Agent, championing and communicating changes to agency staff and regional stakeholders. Attend regular meetings to discuss program issues and provide direct coordination with the Kitsap Transit team.

Manage the distribution of design documents submitted by vendors, coordinate review and comment activities, assemble comments and present feedback to the regional team.

Obtain records and documents for research. Manage, track, and provide status reports to the Supervisor and the Service Development Director on the ORCA budget. Present status reports and collaborate with the Information Technology team. 

Coordinate with other related Kitsap Transit projects and institutional customers (e.g., human services agencies, educational institutions and private businesses) to ensure smooth establishment and management of accounts.

Witness, participate and approve tests during various phases of the program including, as applicable, factory acceptance testing, system integration testing, system commissioning testing, beta testing and acceptance procedures.

Authorize and initiate all ORCA equipment orders and establish an installation program.

Initiate and establish proactive communication consistently and frequently with Kitsap Transit employees and external customers involved in the Smart Card program.  Attend monthly Joint Board meetings. In preparation for Joint Board meetings, brief Joint Board members orally and/or in writing on topics of discussion, current issues and make recommendations for decisions and action items.

Review reporting, training plans and other implementation phase documents and coordinate Kitsap Transit’s input on the design of those documents. Establish materials management and maintenance procedures during warranty and post-warranty operations.

Minimum Qualifications

An AA degree and three (3) years project coordination experience including one (1) year as a project lead specifically in IT projects that involved troubleshooting of Point of Sale (POS) hardware and software issues with customers, vendors and agency partners. Experience in basic accounting is highly desirable.

Other Qualifications

Knowledge of:

• IT project management techniques including project life cycle and responsibility for scope, sustainability, schedule and budget
• IT project issues such as improvements, feature enhancements and payment systems
• POS hardware, software and mobile applications
• Basic accounting principles to process accruals, revenue/expenditure projections, historic costing and spending
• Basic bookkeeping

Skill in:

• Reviewing features and technologies listed in slightly technical documents to understand ORCA project goals vis-a-vis agency needs
• Tracking of and collaboration on Key Performance Indicators (KPIs) for usage and performance of POS hardware and software issues
• Assisting with ORCA security issues
• Interfacing between ORCA stakeholders and agency staff
• Reviewing invoices for accuracy and inputting information into the agency accounting software
• Tracking bills against budget allocation
• Communicating effectively, orally and in writing, with varied audiences
• Coordinating with staff and contractors engaged in program development, quality assurance and installation, testing and implementation of equipment and systems
• Monitoring vendor performance.
• Establishing workplan details ,reporting progress ,and anticipating and resolving issues
• Organizing, presenting, facilitating and negotiating with diverse stakeholders and user groups
• Managing multiple tasks simultaneously
• Fostering a collaborative work environment
• Working with: Microsoft Excel, Word, Access, Project, Power Point and Outlook
• Establishing and maintaining effective working relationships with other Kitsap Transit employees, representatives of other organizations and the public