REPORTS TO: Administration & Planning Director/CAO
FLSA STATUS: Full-Time; Exempt; $58,656 - $72,000
Purpose of Position
The Planning and Projects Manager will be responsible for overseeing the successful planning, coordination, execution, and completion of various strategic projects within the organization. This role requires a high level of organizational, leadership, and communication skills, as well as the ability to work cross-functionally with multiple teams. The Planning and Projects Manager will ensure that all projects are delivered on time, within scope, and aligned with business goals. Additionally, the role involves ensuring compliance with record retention laws and maintaining effective records management processes.
Essential Job Functions
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
Project Management:
Serves as project manager including strategic plan development, software application launches, and construction coordination.
Lead project planning sessions, defining scope, objectives, and deliverables.
Develop and manage detailed project timelines, ensuring alignment with department goals.
Coordinate internal and external resources for smooth execution of projects.
Monitor project progress and adjust plans as necessary to ensure successful delivery.
Team Leadership:
Provide leadership, guidance, and support to project teams.
Assign tasks and responsibilities to team members, fostering collaboration and accountability.
Conduct regular status meetings with teams to review progress and resolve any issues.
Stakeholder Communication:
Serve as the primary point of contact for project-related communication.
Ensure regular updates and status reports are provided to senior management and other stakeholders.
Manage relationships with external vendors, contractors, and partners as necessary.
Asset Management:
Maintaining accurate asset records including lifecycle management for the capital improvement plan
Managing the asset management online software
Training staff on use of the asset management software
Record Retention Management:
Ensure compliance with federal, state, and local record retention laws, maintaining up-to-date knowledge of regulatory changes.
Develop and implement a records retention policy for cataloging, storing, and disposing of physical and digital project records securely.
Oversee timely disposal of records reaching the end of their retention period, ensuring secure destruction of sensitive information.
Train staff on records management policies, ensuring proper handling of confidential and project-related documents.
Assist in maintaining department accreditation documentation.
Performs other related work as required.
Knowledge, Skills, & Abilities
The following list are necessary for the successful performance of this position.
Attention to detail and accuracy with a high level of organizational skills.
Excellent leadership and team management skills.
Outstanding multitasking abilities.
Strong communication skills, both written and verbal.
Ability to compile, analyze, and present data.
Ability to work independently and as part of a team.
Strategic thinking and ability to see the big picture.
Time management skills and ability to meet deadlines.
Competence in administrative procedures, records retention policies and project management skills.
Ability to exert light physical effort, which may involve the lifting, carrying, pushing, and/or pulling of objects and materials weighing 5-20 pounds.
Minimum Qualifications
Bachelor's degree in business administration, parks and recreation administration, public administration or a related field preferred.
Technical certificate in project management, office administration, or another related field preferred.
Three (3) years relevant work experience, specifically experience in planning, administration, legal or records retention.
An equivalent combination of education, training and experience that provides the requisite knowledge, skills and abilities for this position.
Must pass a background check that encompasses national, state, and local searches, ongoing throughout employment.
Must possess and maintain a valid Indiana driver’s license.
The Carmel/Clay Board of Parks and Recreation is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without unlawful discrimination on the basis of race, color, religion, national origin, gender, disability, sexual orientation, gender identity or expression, family or marital status, ancestry, age, veteran status, or any other legally protected status.
Carmel Clay Parks & Recreation has played an integral role in why Carmel, Indiana has been named one of the top cities to live in within the United States for the third year in a row. In short, the parks department has more than 15 parks and greenways spread across 500 park acres, numerous recreation facilities, including the Monon Community Center and The Waterpark, a before and after school program held at all 11 Carmel elementary schools, and a summer camp program. Carmel Clay Parks & Recreation holds the Gold Medal Award for Excellence in Park and Recreation Management by the American Academy for Park and Recreation Administration (AAPRA) in partnership with the National Recreation and Park Association (NRPA). As an accredited agency, the department serves the recreation, fitness, and nature needs of the community, manages and develops existing spaces and resources and creates a sustainable future for parks and recreation programs through a financially viable and environmentally conscious parks system.