GRANTS ADMINISTRATOR (UNIT B)

Job Responsibilities

This position is accountable for providing technical support to personnel in planning, processing, and awarding a variety of transportation grants and intergovernmental agreements (IGAs). The incumbent assists departmental grant recipients by providing technical support related to grants and IGAs, awards, fiscal planning, and compliance monitoring for the Office of lntermodal Project Implementation (OIPI), Division of Aeronautics (DOA), and Bureau of Safety Programs and Engineering (BSPE). 

Grant agreements:                   150-200 annually
Annual grant value:                   $400 million      
Research projects:                   10-20 annually
Special reports:                        20-30 annually

This position reports to the Grants Unit Chief (Unit B). There are no subordinates reporting to this position. 

This position performs technical research to support and document the planning, processing, and awarding of state and federal grants to fund transportation programs. The Grants Administrator (Unit A) supports the Bureau of Local Roads and Streets, Bureau of Design and Environment, and Office of Planning and Programming. The Grants Administrator (Unit B) supports the OIPI, DOA, and BSPE. This position is unique in that the incumbent should have a firm understanding of federal and state regulations and knowledge of informational sources providing transportation grant data. 

Typical problems include ensuring the initial preparation of grant agreements complies with all state and federal program requirements. The greatest challenge is possessing an in-depth knowledge of the Illinois Department of Transportation's (IDOT) grant-funded programs required to promote effective research and reporting of grant financing, application, compliance, and performance. 

The incumbent personally prepares initial grant IGAs and inter-agency agreements (IAAs) that define the scope of work and contain applicable provisions for compliance with state and federal regulations. The incumbent performs the research needed to forecast various grant appropriation amounts and identifies IDOT programs where grants may be applied. The incumbent compiles data on estimated funding available on the targeted grant programs. The incumbent collects data related to grant awards, payments, and performance and prepares ad hoc reports to summarize grant activities. The incumbent assists in identifying approved grantees and advising IDOT managers of both potential and targeted recipients. The incumbent provides the data required to review grantee performance to ensure compliance with agreement terms and conditions. At times, the incumbent advises grantees on performance issues to facilitate compliance with applicable regulations. 

Job Responsibilities Continued

The incumbent researches revisions of state and federal regulations affecting transportation grants and analyzes the impact of the revisions on grant programs and grantee performance. The incumbent assists in compliance audits of federal grants to ensure audit reports accurately reflect grant awards, performance, and payment activities. In times of overload, the incumbent will assist Unit A staff in completing its workload. The incumbent performs research and prepares reports related to forecasting grant amounts, identifying approved recipients, and ensuring recipient compliance with grant requirements. The incumbent prepares initial agreements for grant-funded programs and assists in processing the final agreements. At the direction of the Grants Unit Chief (Unit B), the incumbent informs grantees of grant application methods, payments, and grant requirement issues. In some instances, the incumbent will assist in coordinating the activities of various departmental employees responsible for administering grant funded transportation programs. The incumbent provides training and technical support as necessary or requested. 

The incumbent is given general latitude to act independently and perform research and analyze information related to transportation grants, referring new and/or sensitive issues to the Grants Unit Chief (Unit B) for final resolution. The incumbent's activities are governed by the provisions of established IDOT policies and procedures concerning grant administration and various state and federal regulations governing grant awards and payments. 

Internal contacts include staff in the OIPI, DOA, and BSPE, as well as other IDOT offices administering grant funded programs. To perform grant research and performance monitoring activities, external contacts include personnel at the Federal Highway Administration (FHWA), Federal Transit Administration (FTA), National Highway Traffic Safety Administration (NHTSA), municipal councils, and local government planning commissions. Occasional statewide travel with overnight stays is required. 

The effectiveness of this position can be measured by the comprehensive and timely performance of research and data reporting for grant funded transportation programs, timely preparation of initial grant agreements, and accurate collection of data related to grant funded programs. 

Principal Accountabilities

1.    Prepares initial grant, I GA, and IAA agreements ensuring that the project scope of work and budget are properly defined.
2.    Research grant allocation amounts and advises the Grants Unit Chief (Unit B) of
estimated funding available for transportation programs.
3.    Updates grant, IGA, and IAAtemplates with new state and federal provisions as necessary.
4.    Maintains data regarding the review of grantee performance and reports compliance issues to the Grants Unit Chief (Unit B).
5.    Research revisions of state and federal regulations governing transportation grants and analyzes the revisions' impact on departmental programs.
6.    Collects data to provide the Grants Unit Chief (Unit B) with reports on grant activities and financing.
7.    Assists in compliance audits of federal grants to facilitate the audit process and ensure accurate reporting of audit findings.
8.    Provides training and technical support as necessary or requested.
9.    Performs duties in compliance with departmental safety rules. Performs all duties in a manner conducive to the fair and equitable treatment of all employees.
10.  Performs other duties as assigned.

Qualifications

Position Requirements

•    Education/Experience:

• Completion of a bachelor's degree majoring in public administration, business, communications, political science, English, finance, or economics PLUS two years of experience in grant administration, monitoring grant programs, grant management, or a combination thereof; OR
• Eight years of experience in grant administration, monitoring grant programs, grant management, or a combination thereof

•    Valid driver's license
•    Occasional statewide travel with overnight stays
•    Successful completion of a background screening.

Position Desirables

•    Knowledge of 2 CFR 200 and Grant Accountability and Transparency Act
•    Intermediate level proficiency utilizing Adobe Acrobat, Microsoft Excel, Word, Outlook, SharePoint, and grant reporting/tracking systems
•    Experience in supporting grant programs
•    Ability to maintain harmonious relationships with employees, agency officials, and the public
•    Professional experience providing training and technical assistance
•    Professional experience with public presentations