LOCAL PROGRAM COORDINATOR - 55000615

State of Florida

8d•Onsite

About The Position

Join FDOT and be part of the team that works as one to improve safety, enhance mobility and inspire innovation in the Florida transportation system. To ensure honesty and transparency, all applicants must provide their own work. Unless explicitly requested, the use of Artificial Intelligence (AI) tools to assist with qualifying questions, work samples, or interviews is strictly prohibited, and any breach of this requirement will lead to the applicant being removed from consideration. Candidates must be United States (U.S.) citizens or lawfully authorized alien workers. Visa sponsorship is not available. Our Mission The mission of the Florida Department of Transportation is to provide a safe statewide transportation system that promotes the efficient movement of people and goods, supports the state’s economic competitiveness, prioritizes Florida’s environment and natural resources, and preserves the quality of life and connectedness of the state’s communities. Our Vision As a OneFDOT team, we serve the people of Florida by providing a transportation network that is well planned, supports economic growth, and has the goal of being congestion and fatality free. The Difference You Will Make: Through cooperation, coordination and collaboration among the OneFDOT team, you will be contributing to a strong and empowering culture of TRREC: Trust, Relationships, Respect, Empowerment, and Communication. How You Will Grow: FDOT encourages our team members to grow through engagement, empowerment, training, and professional development. Through our agency’s learning management system, you have access to hundreds of computer-based training and instructor-led courses.

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 financial management systems.
Knowledge of mathematical applications.
Skill in contractual interpretation.
Skill in conflict and problem resolution
Skill in planning, organizing, coordinating activities, meetings, and other functions.
Skill in interacting with federal, state, and local personnel, consultants and the public in a professional and positive manner.
Skill in customer service.
Skill in use of personal computer and business software products.
Ability to manage multiple priorities in order to achieve planned goals.
Ability to earn and apply procedures, rules, and regulations.
Ability to analyze data and draw logical conclusions.
Ability to research and gather needed information from various sources.
Ability to communicate effectively both verbally and in writing at all organizational levels.
Ability to exercise independent judgment and complete assignments with minimal supervision in a timely manner.
Ability to establish and maintain effective working relationships.
Ability to remain calm and effective under pressure.
Ability to efficiently work with detail.
Six years of relevant experience in the fields of 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. Post-secondary education relevant to the fields above can substitute for the required experience on a year-for -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 for the State Funded Grant Agreements (SFGA) and the Local Agency Program (LAP) Agreements in the Local Programs Manual (LPM) and related procedures. These programs are: LAP, Small County Road Assistance Program (SCRAP), Small County Outreach Program (SCOP), County Incentive Grant Program (CIGP), Transportation Regional Incentive Program (TRAP), General Appropriation Act Local Transportation (Earmark/Member) projects, reimbursement agreements, and locally funded agreements. Identify process inefficiencies and provide input for process improvements. Assist with the development of processes and procedures for the District SFGA/LAP program.
Coordinate the execution of amendments, close out, and other related documents. Coordinate review and processing of all requests for time extensions for SFGA/LAP projects, make recommendations to the District Local Program Administrator, and provide approval/disapproval. 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. Support all audits of SFGA/LAP projects to provide requested information and answer questions regarding the oversight and management of the projects. Input agreements, amendments and other related documentation into various electronic document management systems including, but not limited to Project Suite Enterprise (PSEE), Florida Grant Application Program (GAP) and Florida Accountability Contract Tracking System (FACTS).
Solicit Local Agencies for new projects under the SCRAP, SCOP, CIGP, and TRIP programs for District 2. Coordinate application review, scope development, project prioritization and recommended programming into appropriate Work Program cycle. Coordinate with all parties including Central Office, the Program Management Administrator, the State Local Program Administrator, the Transportation System Development Manager, project managers, attorneys, and various other Department and local agency personnel.
Coordinate with appropriate Department staff to ensure SFGA/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. Coordinate the Federal Highway Administration (FHWA) Emergency Relief Program (ERP). Respond to inquiries from local agencies regarding ERP policies. Develop and process agreements, encumber funds, and review and process invoices related to ERP.
Coordinate review of all SFGA/LAP invoices with the Department Design Project Manager and/or assigned Construction Inspector for payment approvals before processing. Monitor active SFGA/LAP agreements to ensure local agency invoices are received according to the agreement terms. Audit, reconcile and process invoices related to SFGA/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 SFGA/LAP project from the report. Perform closeout reviews, coordinated with Central Office, District Work Program and Financial Services staff to address and resolve revenue and expenditure issues.
Coordinate with Department staff and local agencies to assure funds for local agency projects are programmed correctly in the Department's Work Program. Monitor projects and commitments to ensure minimum roll forward and minimum certified forward amounts each year. 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 and Authorized status before executing agreements. Input data into the Contract Fund Management System to commit (encumber) funds prior to execution of agreements.
Assist the District Local Program Administrators with coordinating with the Local Agency to ensure that documentation is received for LAP Certification, Re-Certification and final approval of the administrative checklists. Assist 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.
Assists the Local Agency Programs Administrators with encumbering funds for grant and funding agreements.