Overview

Job Summary:

This position is responsible for the timely administration and management of grant and procurement projects and programs, including the coordination of contract activities and protecting the best interest of the District in conformance with all applicable policies and laws, ordinances, rules and regulations.

Essential Duties and Responsibilities:

Grant Administration
• Identify, apply for, administer, maintain and coordinate federal, state, and local grants in accordance to applicable regulations and guidelines.
• Coordinate/participate in meetings related to grant needs
• Audit, monitor and schedule reports of grant activities
• Maintain grant accounting records
• Participate in the development of the budget as it relates to the grant revenue
• Coordinate obtaining appropriate approvals for grant submissions
• Provide timely information on funding opportunities, requirements, and procedures
• Work collaboratively to define and implement project funding strategies
• Resolve issues and conflicts with funding agencies
• Submit grant requisitions to ensure timely receipt of funds as applicable
• Manage the close-out process of grants
• Prepare grant forecasts, projections, trends, revenue and cost analyses
• Conduct financial and statistical analyses for reporting purposes
• Work with funding agencies to determine possible reprogramming options
• Develop, monitor, and review complex financial calculations and reports
• Participate in internal and external reporting and audit processes

Procurement Administration
• Conduct basic and complex procurements through completion including the award of agreements, contracts, purchase orders, change orders, and contract extensions
• Ensure that all documents required by the solicitation have been completed
• Analyze business practices and market conditions to evaluate bid responsiveness
• Draft contract provisions and support documentation
• Ensure that procedures associated with a contract are prepared and administered in accordance with the FTA, IDOT
• Oversee timely and accurate processing of invoice payments
• Attend professional services related meetings
• Develop or assist with the development of technical specifications
• Provide project oversight which include the initiation, planning, design/development and management

Capital Planning
• Coordinate the development and submission of the Annual Capital Needs Assessment
• Coordinate the development and submission of the Annual TIP and any amendments

DBE LIAISON OFFICER (DBELO)
• Responsible for the DBE Program and updating the program as required
• Submit DBE semi-annual report by statutory deadline
• Submit the Triennial goal and Updated DBE program by the statutory deadline
• Manage and track the DBE awards and payments
• Verify DBE participation in projects as awarded to prime contractor
• Review certified payrolls

Compliance
• Research, analyze and implement federal, state and local rules and regulations
• Provide recommendations to promote grant and procurement compliance
• Review, analyze and implement technical requirements for projects
• Write and/or edit the Policy and Procedures Manual for the Procurement Department
• Work with Management to ensure annual certifications are submitted in a timely manner
• Identify and report workplace security issues, safety hazards and unsafe conditions to management

Supervision
• Provide direct and/or indirect supervision to lower level personnel
• Assign work in terms of objectives, priorities and deadlines
• Provide assistance with unusual assignments

Essential Knowledge, Skills, and Abilities:
• Extensive knowledge of District, local, federal, state, and Federal Transit Administration (FTA) regulations, laws, ordinances, policies, guidelines and procedures
• Knowledge of the theories, principles and practices of grant and contract administration for public agencies including contract types and procurement methods, negotiation strategies and statistical principles
• Ability to interpret and resolve contractual issues
• Ability to manage multiple projects and handle changing work priorities in a timely manner
• Ability to develop policy and procedural improvements
• Ability to analyze and interpret complex data
• Strong oral and written communication ability
• Strong interpersonal skills
• Ability to maintain regular attendance and punctuality in order to maintain job redundancy for Administrative functions
• Ability to work cooperatively in a team-based environment
• Proficiency in Microsoft Office software applications, especially Word and Excel.

Trainings Associated with Position
• Procurement Series I – IV
• Rolling Stock Procurement
• Triennial Review
• ITS in Transit
• Real Estate Acquisition
• Management of Transit Construction Projects
• Project Management for Transit Professionals
• Quality Assurance and Quality Control in Transit

Physical and Sensory Abilities/Demands:
While performing the duties of this job, the employee must sit for extended periods of time, talk and/or hear, and use hands to finger, handle, or touch objects, tools, or controls. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, color vision, and the ability to adjust focus. This position requires occasional lifting (maximum), squatting, and bending.

Work Environment:

This position works primarily in an office setting. The noise level is moderate. Some responsibilities require minimal to extensive traveling to offsite and out-of-state locations.

Minimum Education and/or Experience:

Bachelor’s degree in Accounting, Business or Public Administration, or related field of study. Must have a minimum of eight (8) years’ experience working with public sector grant programs, purchasing, or senior level management. Public transit experience is preferred.

Responsibilities

State and federal procurement and grant administration

Requirements

Bachelor Degree
FTA Experience
State DOT Experience
Grant Compliance Experience