Research Contracts & Invoice Analyst: Center for Transportation Research, Nashville - UTK

University of Tennessee•Knoxville, TN

18h•Hybrid

About The Position

The Research Contract & Invoice Analyst is responsible for specialized contract and invoice management functions for the Strategic Planning, Research & Innovation Division within TDOT. Using independent judgment within delegated authority, the position sets objectives for its own work and ensures accurate, timely, and compliant management of contracts and invoices. The analyst performs statistical analysis, compiles and analyzes compliance data and advises the office on financial matters. The position interprets situations and proactively recognizes and solves problems, modifying procedures as necessary to maintain alignment with TDOT Finance standards, FHWA requirements, and internal procedures. The position’s duty station is located at TDOT’s headquarters in the William R. Snodgrass Tennessee Tower in downtown Nashville, TN.

Requirements

High school diploma with 5 years of experience in contract management, invoice processing, program administration, grant management, finance, and/or similar administrative/financial functions.
Strong verbal and written communication skills
Microsoft Office Excel skills or ability to learn database software to track/forecast financials
Strong attention to detail for documentation accuracy, deadlines, and auditing invoices
Ability to collaborate with internal and external partners while maintaining a high level of customer service
Knowledge of compliance requirements for grants processes and financial documentation, auditing practices, and contract administration procedures.
Ability to apply structured procedures and checklists consistently to maintain high-quality standards
Ability to manage and adjust to competing priorities
Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment-based visa status.

Nice To Haves

Associate’s degree in business, accounting, finance, public administration, management or a related field with 3 years of experience in contract management, invoice processing program administration, grant management, finance, and/or similar administrative/financial functions.
Or a bachelor’s degree in public administration, business administration, accounting, finance, project management, or a related field with 1 year of experience in contract management, invoice processing, program administration, grant management, finance, and/or similar administrative/financial functions.
Experience with reviewing invoices or financial documents for accuracy, compliance, and grant funding eligibility.
Preparing or processing contracts, amendments, or official administrative documents. Maintaining tracking systems, spreadsheets, or audit logs.
Managing multiple deadlines in a structured workflow.

Responsibilities

Review all incoming invoices for financial accuracy, eligibility, and funding availability within ten (10) business days of receipt.
Forward reviewed invoices to lead staff and the Research Supervisor for approval, ensuring all required documentation is complete.
Process approved invoices by entering them into Edison within five (5) business days.
Use established invoice checklist to verify accounting accuracy and compliance with TDOT finance standards.
Monitor, update, and audit the contract and invoice tracking sheet on an ongoing basis to ensure accuracy and workflow transparency.
Prepare new contracts and contract amendments within ten (10) business days of receiving the request.
Ensure all contract amendment processes comply with applicable FHWA regulations and TDOT standards.
Monitor, update, and audit the contract tracking spreadsheet on an ongoing basis to reflect accurate, real-time contract and amendment status. Maintain organized and complete contract documentation to support workflow accuracy and compliance.
Enter all contracts and amendments into Edison accurately and promptly following approval.
Communicate frequently with internal and external stakeholders to provide updates on contract and amendment status, pending actions, or required information.
Respond to all incoming communication from consultants, grantees, internal staff, and external partners within one (1) business day.
Conduct quarterly reviews focused specifically on late invoices, working collaboratively with grantees and the Research Office to identify root causes and corrective actions as needed.
Identify invoices that may become late and proactively escalate concerns to the supervisor.
Collaborate closely with internal TDOT staff and external partners (Research Office, grantees, other divisions) to resolve issues, answer questions, and support overall program compliance and effectiveness.
Attend weekly Research Meetings to remain informed on program updates, workflow changes, and priority actions.
Complete a minimum of twelve (12) hours of professional training each year to maintain proficiency in TDOT systems, processes, and evolving program requirements.
Prepare and deliver at least one internal training or informational session each year to support staff development, workflow improvements, or procedural updates.