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We continually strive for a workforce that reflects the growing diversity within the State of Illinois. A variety of employee backgrounds, perspectives, ideas and experiences are crucial to our ability to most effectively serve the public. Bilingual skills welcome

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Date:  Jan 24, 2023

Springfield, IL, US, 62764-0001

Job Requisition ID:  23181

Agency :  Department of Transportation 
Closing Date/Time: 02/07/2023 
Salary:   $5,120 - $9,155 Monthly  
Job Type:   Salaried Full Time  
County:   Sangamon  
Number of Vacancies:   1  
Plan/BU:   NR916 - Protech Teamsters  


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 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 Grants Administrator.


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 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 Bureau of Local Roads and Streets (BLRS), Bureau of Design and Environment (BDE), and Office of Planning and Programming (OPP).   


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


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

This position performs technical research to support and document the planning, processing, and award of state and federal grants to fund transportation programs. The Grants Administrator (Unit A) supports the BLRS, BDE, and OPP.  The Grants Administrator (Unit B) supports the Office of Intermodal Project Implementation, the Division of Aeronautics, and the Bureau of Safety Programs and Engineering.  This position is unique in that it requires 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. 

(Job Responsibilities continued)

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. S/He 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.  S/He assists in identifying approved grantees and advising lDOT 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.  S/He 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, this position will assist Unit B 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 A), 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 is given 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 A) 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 the staff in the BLRS, BDE, and OPP, 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), the 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, the timely preparation of initial grant agreements, and the accurate collection of data related to grant funded programs. 

Principal Accountabilities

1.    Prepares initial grant, IGA, and IAA agreements ensuring that the project scope of work and budget are properly defined.
2.    Researches grant allocation amounts and advises the Grants Unit Chief (Unit A) of estimated funding available for transportation programs.
3.    Updates grant, IGA, and IAA templates 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 A).
5.    Researches 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 A) 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.    Performs duties in compliance with departmental safety rules. Performs all duties in a manner conducive to the fair and equitable treatment of all employees.
9.    Performs other duties as assigned.

Minimum 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


Position Desirables

•    Knowledge of 2 CFR 200 and Grant Accountability and Transparency Act
•    Intermediate level of 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 with providing training and technical assistance
•    Professional experience with public presentations

Work Hours:  8:00 AM - 4:30 PM Monday-Friday  
Work Location: 2300 S Dirksen Pkwy Springfield, IL 62764-0001  
Office: Office of Finance & Administration/Bureau of Business Services
Agency Contact:

Job Family:  Transportation; Fiscal/Finance/Business  




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If you have questions about how to apply, please see the following resources:

State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid

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