TRANSPORTATION PROGRAM MONITOR 2* - 03312021-16377

Job InformationState of Tennessee Job InformationOpening Date/Time Wed 03/31/2021 12:00AM Central Time
Closing Date/Time Tue 04/13/2021 11:59PM Central Time
Salary (Monthly) $3,710.00
Salary (Annually) $44,520.00
Job Type Full-Time
City, State Location Nashville, TN
Department Transportation

LOCATION OF (1) POSITION TO BE FILLED: DEPARTMENT OF TRANSPORTATION, MULTIMODAL DIVISION - PLANNING OFFICE, DAVIDSON COUNTY

A detailed job description is available at the following website: https://www.tdot.tn.gov/PublicDocuments/HR/PM2_Planning_JobDescription_MultimodalAnalyst.pdf

Minimum QualificationsEducation and Experience: Graduation from an accredited college or university with a bachelor's degree and experience equivalent to one year of full-time professional work in one of the following areas: 1) Monitoring or overseeing programs or related projects to determine compliance with organizational rules, regulations, or related standards; 2) Developing, implementing, or monitoring an accounting systems or accounting programs with services regulated by organizational rules, regulations, or related standards.Substitution of Experience for Education: None

Substitution of Education for Experience: None Other RequirementsNecessary Special Qualifications: None.Examination Method: Education and Experience, 100%, for Preferred Service positions. Job OverviewSummary: Under general supervision, is responsible for the monitoring and analysis of procedural and regulatory requirements, including funding, for complex transportation programs; performs related work as required. Distinguishing Features: This is the working level class in the Transportation Program Monitor series. An employee in this class monitors programs of contract agencies receiving federal and/or state funds, prepares documentation for the allocation of federal and/or state funds, and assembles data for the preparation and monitoring of transportation programs or development schedules. This class is flexibly staffed with and differs from a Transportation Program Supervisor in that an incumbent of the latter supervises. The Transportation Program Monitor 2, differs from the Transportation Program Monitor 1, in that an incumbent of the latter performs work of lesser scope and complexity. Work ActivitiesInterpreting the Meaning of Information for Others:

• Explains project specific procedures and regulations to the general public, persons in other departments or divisions, local governments, or outside organizations and representatives as required.

• Explains departmental policies and procedures, interprets rules and regulations to internal and external customers to ensure consistency of information.

• Interprets program requirements, fiscal policies, and contractual language for internal and external business partners to facilitate understanding, enhance communications, and ensure compliance.

Provide Consultation and Advice to Others:

• Provides consultation to contract agencies to guarantee compliance with state and federal law and reviews corrective action plans.

• Notifies supervisory personnel of possible violations of departmental, state, and federal laws, rules, regulations, guidelines, policies, and procedures.

Processing Information:

• Receives and compiles applicable documentation to submit project information to applicable federal agencies for funding authorization.

• Compiles and reviews information necessary to create reports and documentation for accuracy and completeness.

• Reviews and analyzes applicable documentation to establish and/or modify the financial record for fund administration.

• Verifies agency and/or project eligibility for funding by reviewing appropriate documentation, such as program applications.

• Calculates project funding percentages to determine eligibility based on state and federal program regulations.

• Prepares reports to document results of monitoring activities.

• Calculates project funding percentages and identifies items to determine budgets based on state and federal program regulations.

Evaluating Information to Determine Compliance with Standards:

• Determines if the activities of a program are allowed under particular program regulations, laws and provisions of the contract or grant agreement, and if the program goals, objectives and strategies are being met.

• Determines compliance with state and federal laws, and any other specific program policies, procedures and performance standards.

• Determines if program benefit amounts provided to, or on behalf of eligible participants, are calculated in accordance with program requirements and in compliance with state and federal law.

• Evaluate incoming information, such as documents and plans, to determine the necessary actions to take for project development.

• Reviews and analyzes applicable documentation, such as Equal Employment Opportunity (EEO), ADA, and Civil Rights regulations, to verify compliance with program standards.

Organizing, Planning, and Prioritizing Work:

• Assist in the coordination of transportation activities, including preparation of grant and sub recipient applications, contracts, project schedules, progress reports, technical reports, and invoices.

• Incorporates last minute and unscheduled tasks into current workload to ensure timely and accurate completion of work.

• Organizes and prioritizes personal workload using calendars, lists, and other facilitators to ensure timely and accurate completion of work.

Monitoring and Controlling Resources:

• Monitors and reconciles program expenditures and/or obligations and recommends fiscal adjustments as needed.

• Monitors and reconciles project expenditures and/or obligations and compares to original contract and/or construction cost estimate to make adjustments as needed.

• Monitors and reconciles program sources allocated to projects to prevent the lapsing of funds.

Making Decisions and Solving Problems:

• Analyze information and evaluate results to choose the best solution and solve problems.

Communicating with Supervisors, Peers, or Subordinates:

• Write formal reports outlining the findings of monitoring reviews, justification for findings, and corrective action, if needed.

• Communicates or consults with supervisors, staff and co-workers by phone, written form, email or in person to ensure established policies and procedures are followed.

• Provides periodic reports on the status of goals, objectives and strategies to higher management and other business partners.

Communicating with Persons Outside Organization:

• Communicate as a liaison between TDOT and customers regarding program administration.

• Discusses pertinent components of the monitoring activities including planning, data collection, monitoring techniques, and communication among business partners to facilitate the review process.

• Discusses program observations, report findings and recommendations with customer management to inform them of required corrective action.

Interacting With Computers:

• Operate office productivity software including but not limited to word processing programs, spreadsheet programs, presentation software, web-based email programs, and search engines to manage programs and projects.

• Operates computer hardware and software, scanners, and other equipment to complete reports, document collected data, and to communicate with others to capture and maintain program information.

Performing Administrative Activities:

• Maintain project documentation in compliance with departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures.

• Updates internal databases to document time, schedule, and project development.

• Mails or emails correspondence to internal and external business partners.

• Initiates payment of contractors, grantees, consultants, vendors, or other entities as required.

• Responds to emails, phone calls, and other correspondence as required.

Analyzing Data or Information:

• Analyzes project funding percentages to determine levels of funding for state and federal programs.

• Evaluates program reviews conducted by monitors to verify conformity with procedural requirements.

• Examines monitoring reports from multiple sources to ensure accuracy and completeness.

• Reviews findings and recommendations provided by business partners for adherence to program standards.

• Collects, analyzes and tracks data for program management.

Thinking Creatively:

• Assists in the development of spreadsheets, presentations, forms, form letters, publications, memos, database queries, logs, and other systems to facilitate accurate data gathering, tracking, training, efficiency and dissemination.

• Recommends creative solutions to unique problems as they arise.

• Offers suggestions to help streamline workflow and improve work process and accuracy.

• Participates in brainstorming sessions to develop process streamlining initiatives and improve business practices.

Documenting/Recording Information:

• Documents and stores appropriate information in electronic databases and/or physical form as required ensuring accurate information is recorded.

• Enters and maintains data on a shared server for access and reference.

• Writes reports to document field inspections, laboratory tests, planning activities, and other necessary items to ensure accurate information is used in decision making.

• Documents information provided during meetings and training to ensure accurate information is disseminated to others.

Monitor Processes, Materials, or Surroundings:

• Review documents, including but not limited to, contracts, leases, and other pertinent records to identify omissions and discrepancies in program operations.

• Monitors to ensure compliance of public hearings, program policies and procedures and applicable state and federal laws of the contract or grant agreement.

• Identifies areas that need to be monitored based on contract requirements, complaints received, previous findings, and other pertinent information to ensure compliance with departmental policies and state and federal laws.

• Observes operational processes, such as Equal Employment Opportunity (EEO), ADA, and Civil Rights regulations, to ensure compliance with departmental, state, and federal standards.

Updating and Using Relevant Knowledge:

• Reviews current departmental, state, and federal information sources to identify relevant changes in policies, procedures, rules, regulations, and best practices to ensure they are knowledgeable on the latest updates.

• Completes required training events to learn new procedures, ensure continual learning, maintain current knowledge of the field, and increase job proficiency.

• Seeks out work related developmental opportunities to improve performance and team efficiency.

Judging the Qualities of Things, Services, or People:

• Reviews and analyzes applicable documentation while on-site to verify compliance with program standards.

• Collects and compiles pertinent data relating to service delivery prior to on-site visits to facilitate the review process.

Estimating the Quantifiable Characteristics of Products, Events, or Information:

• Coordinate the development of preliminary cost estimates for transportation project development as required.

• Estimates time required to establish and/or comply with project schedule and staffing requirements.

Identifying Objects, Actions, and Events:

• Identify errors, omissions, and potential conflicts on applications, contract documents, estimates, reports, and plans.

• Identifies reportable program inventory to ensure satisfactory continuing control.

Getting Information:

• Collect information from internal and external business partners regarding status updates, project schedules, financial and/or operational data, and applications and/or contracts to ensure accurate and complete information.

• Assists in gathering information of any or all of the following: plans, public records, policies, specifications, scientific methods, procedures, guidelines, rules, regulations, and/or laws related to transportation using physical and electronic sources to ensure up to date information is received.

Inspecting Equipment, Structures, or Material:

• Inspects transit assets for quality and completeness, problems or defects to ensure safety and compliance.

Resolving Conflicts and Negotiating with Others:

• Negotiate contractual agreements including cost and scope of work between the department and external business partners.

Developing and Building Teams:

• Models effective performance for co-workers to provide a role model, encourages success in others, and enhances trust.

Establishing and Maintaining Interpersonal Relationships:

• Develops and maintains respectful working relationships to promote mutual trust and cooperation among team members, agency representatives and vendors.

Performing General Physical Activities:

• Walks, crawls, and/or hikes through project sites possibly including rough terrain and obstacles to facilitate task completion in a variety of environmental conditions.

• Lifts job related documents, equipment and materials to complete assigned tasks in a variety of environmental conditions.

Operating Vehicles, Mechanized Devices, or Equipment:

• Operate passenger vehicle and transport vehicles within safety and departmental guidelines as necessary.

Competencies (KSA'S)Competencies:

• Drive for Results

• Approachability

• Customer Focus

• Integrity and Trust

• Dealing with Ambiguity

• Problem Solving

• Technical Learning

• Intellectual Horsepower

• Perspective

• Informing

Knowledge:

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology

• Knowledge of principles and processes for providing customer service

• Basic knowledge of accounting principles and the analysis and reporting of financial data. (Economics and Accounting)

• Knowledge of relevant codes, regulations, and laws

• Knowledge of arithmetic, algebra, statistics, and their applications to solve problems

• Knowledge of principles and methods for moving people or goods by air, rail, waterways, or road, including the relative costs and benefits

Skills:

• Active Learning

• Active Listening

• Critical Thinking

• Skill of learning strategies by selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things

• Skill of monitoring organizational process to make improvements or take corrective action

• Skill of coordinating multiple priorities in a dynamic working environment

• Instructing

• Service Orientation

• Skill of complex problem-solving by reviewing related information to develop and evaluate options

• Time Management

Abilities:

• Deductive Reasoning

• Inductive Reasoning

• Oral Comprehension

• Oral Expression

• Problem Sensitivity

• Selective Attention

• Written Comprehension

• Written Expression

• Speech Clarity

• Speech Recognition

• Oral Expression

• Written Communication

Tools and Equipment Used

• Personal Computer

• Telephone

• Fax Machine

• Printer