Job Description

Must be able to perform the essential functions of the position, with or without reasonable accommodation. Essential functions and job-related requirements, including physical and cognitive demands, are described below. This job description outlines the general scope of duties and responsibilities and is not intended to be an exhaustive list of all tasks that may be assigned.

MAJOR FUNCTION

Provides business analysis and project management support to county divisions and constitutionals by developing, maintaining, and assisting IT Management to implement comprehensive technology plans that will meet the business and technology needs of our customers. Position directly reports to the Project Management Supervisor

ILLUSTRATIVE DUTIES

General

The Project Manager-Business Analyst works with stakeholders to design IT solutions (new/modifications) to improve business unit efficiency and productivity. They work as technical advocates for customers and examine existing business processes data flows, and use of technology in the business. They help customers understand various technology options and how each can be used to meet specific business requirements. The Project Manager-Business Analyst develops project plans, timelines, cost estimates, and is critical to the creation and successful implementation of project plans and oversight of the entire project life cycle. Responsible for managing, and recommending staff assignments, schedules and tracking the progress of projects to ensure timely completion.

Project Initiation

Responsible for identifying the business and technical needs and proposing automated solutions, workflow and business process change to address business problems and issues. Develop project plans in alignment with business and strategic plans with assumptions, constraints and impact analysis on business processes. Develop project scope, feasibility, requirements, cost analysis, return on investment and time estimate reports, as needed. Develop training plans, conduct training sessions and implementation procedures. Assist in preparing Request for Proposals (RFPs) for technology-related solutions and evaluating vendor responses.

Project Management

Responsible for managing projects from analysis through implementation for small/large complex systems and projects to improve business efficiency. Responsible for recommending staff assignments, schedules and tracking the progress of staff and projects to ensure timely completion. Responsible for creating, maintaining, and reporting project timelines (Gantt and PERT). Knowledge of waterfall, agile, and hybrid methodologies. Responsible for creation of a project charter including;

• Risk identification and mitigation ownership
• Change Management (organizational impact and adoption)
• Escalation authority and decision-making boundaries through appropriate stakeholder identification
• Benefits realization / post-implementation outcomes

Systems Analysis and Design

Performs the systems analysis and assists with design for small/large complex systems. Research, analyze, and evaluate work as a technical advocate for customers and examine existing business processes, workflow, and data flows in the business. Identifies data conversion procedures. Reviews, analyzes, and creates detailed documentation of business systems and user needs including workflow and program functions.

Standards / Training

Ensure the project deliverables conform to IT standards and best business practices. Trains customers in the proper use of systems. Develops training materials, plans, test data, test scripts, and evaluates test results. Assists in the training of junior staff members.

Communications

The Project Manager – Business Analyst acts in the role of being the touch point between the customer, vendors and IT Resources. Works with customers to explain technology usage, project plans and results.

Provides written and oral reports to Information Technology management and customers. Ensures milestones are met and project information is provided to all team members.

Performs other duties as assigned. Travel is required.

MINIMUM QUALIFICATIONS

IT Project Manager, Business Analyst I – PG 25

• Bachelor’s degree in business administration, information systems, project management, public administration, or a related field. A comparable combination of relevant education, training, and professional experience may be considered.
• At least two years of experience in project management, business analysis, process improvement, or a related role.
• Experience coordinating projects across multiple divisions or stakeholder groups; gathering, documenting, and validating business requirements; and developing project plans, schedules, status reports, and other project documentation.

IT Project Manager, Business Analyst II – PG 26

• Meets the minimum qualifications for Project Manager, Business Analyst I.
• Has successfully completed at least five qualifying projects, including at least three as the primary project manager, business analyst, or project lead; at least two involving multiple divisions, business units, vendors, or stakeholder groups; and at least one involving a system implementation, significant process improvement, organizational change, or similarly complex initiative.
• Has accumulated at least 2,000 documented project hours during the previous five years, including at least 1,000 hours in a lead or independently responsible role.

IT Project Manager, Business Analyst III – PG 27

• Meets the minimum qualifications for Project Manager, Business Analyst II.
• Holds two of the certifications listed under Special Qualifications.

SPECIAL QUALIFICATIONS

IT Project Manager, Business Analyst II – Qualifying Project Experience

A qualifying project must have a defined beginning and end; produce a specific product, service, system, process, or organizational outcome; include documented objectives, deliverables, stakeholders, and timelines; and require structured planning, analysis, coordination, or implementation. It must be distinguishable from routine operational or administrative work.

Documented project hours may include planning and scheduling; business process and workflow analysis; requirements gathering and validation; stakeholder communication; risk, issue, scope, and change management; testing, implementation, training, or organizational readiness; and project reporting and closeout. Multiple small assignments within the same initiative should generally be counted as one project. Routine meetings, daily operational support, and general administrative duties count only when they directly support an identified project deliverable.

IT Project Manager, Business Analyst III – Certifications

Documented achievement of two of the following:

• Project Management Professional (PMP), Project Management Institute (PMI).
• Certified Business Analysis Professional (CBAP), International Institute of Business Analysis (IIBA).
• Certified Software Quality Analyst (CSQA), Quality Assurance Institute (QAI).

KNOWLEDGE, ABILITIES AND SKILLS

IT Project Manager, Business Analyst I

• Knowledge of project management principles, methods, and project life cycles, including the fundamentals of Agile, Waterfall, and hybrid approaches.
• Ability to identify business needs; analyze processes and workflows; document functional and technical requirements; and recommend practical improvements.
• Ability to develop and maintain project plans, schedules, cost estimates, status reports, process maps, workflow diagrams, requirements documents, user stories, use cases, and acceptance criteria.
• Ability to monitor project scope, timelines, risks, issues, dependencies, and competing priorities.
• Basic understanding of data analysis, reporting, systems implementation, and software development processes.
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, and Teams, and ability to use Microsoft Project, Planner, or comparable project and collaboration tools.
• Ability to facilitate meetings, interviews, and workshops and communicate clearly with county leadership, operational staff, technical teams, vendors, and other stakeholders.
• Strong analytical, problem-solving, organizational, decision-making, written communication, and verbal communication skills.
• Ability to work independently and collaboratively; maintain accurate documentation; handle confidential or sensitive information; adapt to changing priorities; and build productive working relationships.

IT Project Manager, Business Analyst II

• Possesses the knowledge, abilities, and skills required of Project Manager, Business Analyst I.
• Ability to independently lead projects, coordinate work across stakeholder groups, resolve project issues, and guide projects through implementation and closeout.
• Ability to apply project management and business analysis practices to complex initiatives and clearly communicate progress, risks, and decisions.

IT Project Manager, Business Analyst III

• Possesses the knowledge, abilities, and skills required of Project Manager, Business Analyst II.
• Ability to apply advanced project management, business analysis, or software quality practices supported by the required certifications.
• Ability to guide complex initiatives and provide direction and support to less experienced project staff.

A comparable combination of related training and experience may be substituted for the minimum qualifications.

SPECIAL PREFERENCE

Experience with one or more of the following technologies is desired:

• Geographic Information Systems (GIS) platforms and spatial data technologies
• Enterprise network architecture and design
• Network infrastructure technologies and protocols
• Enterprise software platforms and Software-as-a-Service (SaaS) solutions
• Server operating systems and infrastructure services
• Unified communications and enterprise telephony systems
• Virtualization and application delivery platforms
• Work management, task tracking, and project collaboration tools
• Artificial intelligence and emerging automation technologies
• Enterprise content management and collaboration platforms
• Process modeling, diagramming, and visualization tools
• IT service management (ITSM) platforms and service delivery tools

SPECIAL REQUIREMENTS

• This full-time position is based in Polk County, Florida. Flexibility may be required to support emergencies outside of regular business hours.

All Polk County BoCC employees will be required to work before, during, or after an emergency. During an emergency, employees may temporarily be assigned to work and perform duties outside the normal scope of their position, location and work schedule to fit the needs of the county and its residents.