LOCAL PROGRAM COORDINATOR - 55012646

State of Florida

About The Position

Local Program Coordinator - District Five / Program Management This position will Coordinate with the District legal office, District Local Program Administrator, Department Project Managers, various other Department personnel and local governments to prepare and execute all local program agreements and supplemental agreements ensuring that agreement language, funding, and Scope of Service language is clear and concise.

Requirements

Knowledge of Applicable state and federal procedures, rules, guidelines and statutes.
Knowledge of Project and contract management techniques and methods.
Knowledge of Production processes.
Knowledge of Scopes of services.
Knowledge of Programming of projects.
Knowledge of Financial management systems.
Skills in Contractual interpretation.
Skills in Planning.
Skills in Organizing.
Skills in Interacting with federal, state, and local personnel, consultants and the public in a professional and positive manner.
Skills in Use of personal computer and business software products.
Ability to Draft contract language.
Ability to Manage multiple priorities in order to achieve planned goals.
Ability to Learn and quickly adapt to changing conditions.
Ability to Analyze data and draw logical conclusions.
Ability to Communicate effectively both verbally and in writing and through active listening at all organizational levels.
Ability to Establish and maintain effective working relationships.
Ability to Effectively handle potentially problematic situations.
Six years of relevant professional experience, such as Engineering, Contract Administration or Development, Finance, Economics, Public Administration, Business Administration, Urban Planning, policy analysis, financial modeling, accounting, statistics, transportation financial analysis or work program development.
Graduation from an accredited college or university may substitute for the required experience on a year-per-year basis.

Responsibilities

Coordinate with the District legal office, District Local Program Administrator, Department Project Managers, various other Department personnel and local governments to prepare and execute all local program agreements and supplemental agreements ensuring that agreement language, funding, and Scope of Service language is clear and concise.
Ensure project documentation meets the necessary standards as described in the Joint Participation Agreement (JPA) Procedure for the State funded programs and the Local Agency Program (LAP) Manual for federally funded programs. These programs are: LAP, Small County Road Assistance Program (SCRAP), Small County Outreach Program (SCOP), County Incentive Grant Program (CIGP), Transportation Regional Incentive Program (TRIP), Economic Development Transportation Fund Program (EDTF), reimbursement agreements, and locally funded agreements.
Coordinate with Department project managers and local agency project managers to assure funds for local agency projects are programmed correctly in the Department's Work Program.
Coordinate with appropriate Department staff to ensure JPA/LAP requirements are met for the Planning, Project Development & Environment (PD&E), Design, Right of Way, Construction, and Construction Engineering Inspection phases, including all state and/or federal procedures, guidelines and regulations.
Ensure that proper documentation is obtained from the local agency for utility, railroad, and right of way activities.
Prepare all documents and provide to the District Work Program section for authorization of projects prior to encumbering funds or executing agreements.
Monitor Work Program to assure programmed funds are in the Adopted status before executing agreements.
Input data into the Contract Fund Management System to commit (encumber) funds prior to execution of agreements.
Monitor projects and commitments to ensure minimum roll forward and minimum certified forward amounts each year.
Coordinate with District and local agency staff to obtain and review documentation associated with Professional Services Contracts for all professional services phases for LAP projects.
Ensure local agency advertising and award procedures and local agency contracts comply with federal requirements.
Coordinate with the Local Agency to ensure that proper documentation is received for LAP Certification, Re-Certification and final approval of the administrative checklists.
Assist the District Local Program Administrator in conducting project performance evaluations.
Coordinate and/or facilitate training for certified LAP agencies to maintain certification status by working with Central Office staff and District functional area experts.
Input agreements, amendments and other related documentation into various electronic document management systems including, but not limited to Project Suite Enterprise (PSEE), Local Agency Program Information Tool (LAPIT) and Florida Accountability Contract Tracking System (FACTS).
Coordinate the execution of amendment, close out, and other related documents.
Coordinate review and processing of all requests for time extensions for JPA/LAP projects, make recommendations to the District Local Program Administrator, and provide approval/disapproval.
Monitor active JPA/LAP agreements to ensure local agency invoices are received according to the agreement terms.
Audit, reconcile and process invoices related to JPA/LAP agreements by working directly with Department Project Managers and local agencies.
Prepare Summary of Contractual Services Agreement/Purchase Order Form and submit invoices for payments in a timely manner to avoid projects appearing on the Non Activity and/or Federal Financial Integrity Review and Evaluation (FIRE) report.
For any projects on the Non Activity and/or FIRE Report, research and contact local agencies for the prompt removal of the JPA/LAP project from the report.
Perform closeout reviews, coordinated with Central Office Unit staff to address and resolve revenue and expenditure issues.
Support all audits of JPA/LAP projects to provide requested information and answer questions regarding the oversight and management of the projects.
Identify process inefficiencies and provide input for process I improvements.
Assist with the development of processes and procedures for the District JPA/LAP program.