Project Management Information Specialist

Company Description

A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact.

As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here.

What we offer

• Impact - The work you do here matters to millions. 
• Growth - Philadelphia is growing, why not grow with it? 
• Diversity & Inclusion - Find a career in a place where everyone belongs.
• Benefits - We care about your well-being.

Agency Description

The Managing Director’s Office (MDO) manages and oversees the operations of the City. Working with five Cabinet-level Deputies, operational oversight is divided into specific departmental clusters: Community Services, General Services, Arts, & Events, Health & Human Services, Public Safety & Criminal Justice, and Transportation, Infrastructure, & Sustainability.

The Capital Program Office (CPO) is an office within the Office of the Managing Director’s purview, responsible for capital planning and implementation for a number of City agencies, including but not limited to Philadelphia Parks and Recreation, Police, Fire, Prisons, Health, Office of Homeless Services, Fleet, The Free Library and Public Property. CPO is assigned to work with the City Planning Commission, Budget Office and client departments in the creation of the annual capital budget and capital program, by evaluating proposed capital projects in terms of cost, schedule of work, timetable for completion, utility and practicality as well as benefit to the City and compliance with the priorities of the Administration. The CPO oversees the engineering and architectural functions for - and otherwise is responsible for - implementing projects set forth in the City’s current and future capital budgets and programs.

Job Description

Position Summary

This is a full-time, in-person position.  The Project Management Information Specialist will play a key role in providing support for software and tool implementations within the Capital Program Office’s Innovation and Analytics team.. In partnership with the team, they develop an understanding of the business processes surrounding the assigned software, learn and maintain expertise in system functionality, and analyze best practices to recommend improvements to system configuration or business processes. The Specialist also plays a key role in documenting application behavior, controls, standards, and known issues to support effective system use and troubleshooting. They provide assistance with support issues and are expected to manage work transparently, proactively identify issues or trends, and prevent problems before they impact operations. This position plays a key role in maintaining efficient internal workflows, vendor engagement, system training, and program policy updates across the organization. This position will report to the Senior Operations Manager.

Essential Functions

• Assist with maintenance and continuous improvement of the Construction Management Information System, including business workflow development, support tracking, and user support
• Manage and evaluate training sessions and workshops for internal and external stakeholders related to capital project systems, policies, and procedures, including use of Construction Management platforms.
• Act as a technical support for specific technology solution(s) and understand system configuration, workflows, and integrations.
• Develop, maintain, and organize accurate documentation including system standards, configuration notes, known issues, workarounds, release notes, and user-facing guides.
• Work within a support service system, ensuring timely updates, clear communication, and adherence to internal service expectations.
• Monitor recurring issues or patterns in the queue and proactively escalate or address root causes.
• Work closely with development and support teams (City or vendor) on issue resolution, enhancements, and prioritization of system improvements.
• Perform initial testing of enhancements, patches, and upgrades; coordinate with business