For more information please visit: Illinois Department of Transportation
View the job description here: IDOT Program Coordinator
Date: Jan 31, 2023
Location: Chicago, IL, US, 60602-3134
Job Requisition ID: 23679
Agency : Department of Transportation
Closing Date/Time: 02/15/2023
Salary: $5,120 - $9,155 Monthly
Job Type: Salaried Full Time
County: Cook
This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.
All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.
Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.
Agency Mission Statement
The Illinois Department of Transportation is seeking to hire a Program Coordinator.
The IDOT team works diligently to provide safe, cost-effective transportation for Illinois in ways that enhance quality of life, promote economic prosperity and protect our environment. We are problem solvers and leaders, constantly searching for innovations and improvements in support of our commitment to providing the best multimodal transportation system for Illinois.
Our team fosters a culture of inclusivity. We value diversity and hold ourselves to the highest ethical standards as we work together for a common purpose. Team members frequently collaborate with colleagues and others outside the department to best meet customer needs.
The department offers extensive training and career advancement opportunities. Employees also receive a robust benefit package including:
Monday-Friday work schedule
Flexible work schedules are available in many program areas.
Health, Life, Vision, and Dental Insurance
Pension Plan
(10) Weeks paid Maternity/Paternity Leave
Deferred Compensation Program and other pre-tax benefit programs (Medical/Daycare)
Employees earn (12) paid Sick Days annually.
New Employees earn (10) paid Vacation Days their first year of service and can earn up to (25) paid Vacation Days annually.
Employees earn (3) paid Personal Days annually.
(13-14) paid holidays annually (based on start date)
Tuition Reimbursement
We invite qualified applicants to apply to become part of our team. We are confident that you will take pride in serving Illinois and its residents and visitors.
Job Responsibilities
This position is accountable for the management of state funded public transportation capital improvement projects for the purpose of improving transit capital investments which increase the efficiency and reliability of transit operations for the state of Illinois, excluding northeastern Illinois and providers in the Regional Transportation Authority (RTA) area.
Capital projects administered: 25 - 30 annually
Approximate value: $45 million
Oversight and management of federal grants: 8 - 10
Quarterly milestone and financial reports: 20+
Status reporting of Disadvantaged Business Enterprises (DBE) goals: Monthly
This position reports to the Section Chief of Transit Capital – Statewide. There are no subordinates reporting to this position.
The Office of Intermodal Project Implementation (OIPI) is responsible for the state funding and oversight of public transportation projects that will improve public transportation throughout Illinois. The Statewide Capital Section is responsible for the review and analysis of public transportation capital improvement projects and recommendation of approval and administration of transit capital grant programs to the various counties, municipalities and mass transit districts throughout the state, excluding Northeastern Illinois and providers in the RTA area. These state and federal grants typically fund facility maintenance and/or construction projects, vehicle procurement, and equipment purchases necessary to provide a safe and efficient statewide public transportation system. In addition, the Statewide Capital Section provides technical assistance to funding recipients or grantees regarding federal and state program compliance, guidelines, and requirements.
Typical challenges faced by the incumbent include communication and coordination with funding recipients, Statewide Capital Section staff, and other offices within the department to address questions and issues related to the capital grant program. Other challenges include monitoring the forward movement of project tasks to completion and resolution in a timely manner. Typical problems faced by the incumbent prior to grant approval include coordinating capital grant budgets and scopes with various funding agencies, providing instructions and assistance in the preparation of state grant application materials, analyzing project justification and need, evaluating projects for funding eligibility, and prioritizing projects that meet state objectives. Typical problems in administering capital grant projects include ensuring compliance with state and federal guidelines, ensuring project implementation is consistent with approved scope and budget, and addressing issues that arise during project implementation. Major challenges for the incumbent regarding the capital program are to ensure that grant funds are used for eligible expenses, projects are implemented within state and federal timeframes, and departmental policies and are in compliance with state and federal guidelines.
The incumbent is personally responsible for managing a program of projects which may include an analysis of programs developed by the various transit providers. This position reviews and analyzes capital grant applications with regard to cost, justifiable need, state and federal grant requirements, departmental policies, and funding availability. The incumbent produces grant approval recommendations and prepares agreements. S/He participates and contributes to the annual updates to the internal transit capital procedures manual. This position manages approved projects by ensuring compliance with state and federal requirements and analyzing and approving project budgets, request for pre-bid and pre-award concurrence, and expenditures. S/He manages the grant from application through final close out and audit and is responsible for maintaining accurate project records. The incumbent produces regular reports on various subjects relating to capital projects involving transit operations, finances, and procurements as well as state funded programs. S/He is responsible for tracking and maintaining data within the OIPI’s grant management system which must be recorded and organized so that information is readily available for reporting purposes. S/He compiles, prepares, and submits data in the federal Transit Award Management System (TrAMS). The incumbent prepares analyses for a wide variety of issues. S/He is responsible for tracking DBE spending on statewide transit projects for reporting to state and federal agencies. Other responsibilities include on-site inspection of project facilities, equipment use, and construction activities. The incumbent also represents the department at select meetings on capital improvement projects. S/He is occasionally called upon to perform special high priority assignments related to OIPI activities.
The incumbent evaluates matters of a sensitive and complex nature and offers recommendations to the Section Chief of Transit Capital – Statewide for resolution. This position is constrained by departmental regulations and state and federal policies and procedures relating to public transportation grant improvement programs. The incumbent directs the project managers on select projects and works closely with them on matters relating to the management of the program as a whole.
Contacts within the department include OIPI staff as well as the Office of Internal Audit, Office of Business and Workforce Diversity, Office of Planning and Programming, Office of Finance and Administration, Office of Chief Counsel, Office of Communications, and Office of Legislative Affairs. External contacts include elected officials and staff of various municipalities; the Department of Central Management Services; executive offices of mass transit districts; local and regional government officials, universities, and transportation consultants and suppliers; transit providers; planning agencies; the Illinois Public Transportation Association; and the Federal Transit Administration (FTA). This position requires occasional statewide travel which may include overnight stays.
The effectiveness of this position may be measured by the incumbent’s ability to provide effective and efficient management of the implementation of public transportation capital improvement programs for the state of Illinois, excluding northeastern Illinois and the RTA area.
Principal Accountabilities
1. Develops and manages the department’s program of projects for the transit capital funding programs including state and federally funded capital improvement programs.
2. Manages the status of tasks related to capital projects.
3. Tracks and maintains the OIPI’s project data in an organized manner in its grants management and computer information systems so information is readily available for reporting purposes.
4. Maintains thorough and accurate records and proper records retention in accordance with departmental policy and procedures.
5. Analyzes and develops recommendations to upper management for resolving funding and project implementation issues.
6. Coordinates with the OIPI Transit Program Compliance Section to ensure compliance of grant activities within established departmental guidelines for grant administration and makes recommendations on project activities.
7. Reviews and approves concurrence requests and payment requisitions within stated timeframes and ensures funding payment requests are within budget.
8. Tracks DBE spending on statewide transit projects on a monthly basis for reporting to state and federal agencies.
9. Participates and contributes to the annual review and update of the internal transit procedure manuals.
10. Maintains current knowledge of federal and state program compliance requirements.
11. Prepares special reports as requested.
12. Performs duties in compliance with departmental safety rules. Performs all duties in a manner conducive to the fair and equitable treatment of all employees.
13. Performs other duties as assigned.
Qualifications
Position Requirements
• Education/Experience:
Completion of a bachelor's degree majoring in business administration, public administration, accounting, business management, project management, or urban planning plus two years of experience with project management, grant management, procurement practices, construction management, budget management, or a combination thereof, OR
Eight years of experience with project management, grant management, procurement practices, construction management, budget management, or a combination thereof
• Occasional statewide travel which may include overnight stays
• Valid driver’s license
Position Desirables
• Knowledge of FTA regulations
• Strong oral and written communication skills
• Detail oriented with strong organizational skills
• Ability to visualize, articulate, and solve complex problems
• Knowledge of transit funding programs
• Ability to plan and adapt as needs and funding availability change
• Proficient in Microsoft Office Suite applications
Work Hours: 8:00 A.M. - 4:30 P.M. Monday-Friday
Work Location: 69 W Washington St Chicago, IL 60602-3134
Office: Office of Intermodal Project Implementation/Bureau of Transit Capital
Agency Contact: DOT.CONTACTHR@ILLINOIS.GOV
Job Family: Transportation