at Illinois Department of Transportation in Springfield, Illinois, United States
This position is accountable for addressing complex project analyses, resolving complicated billing issues, and assisting other Project Management Unit staff in the performance of their duties. S/He reviews state jobs in the State Job Number Generator (SJNG) and Federal Project Management (FPM) systems, which are the Illinois Department of Transportation?s (IDOT) billing system.
Annual number of federal obligation transactions: 4,500
Annual number of active federal projects: 5,000
Number of weekly federal bills: 50
Federal highway reimbursement claimed: $1,500 M
Federal aid appointment categories: 250
This position reports to the Project Management Unit Manager. There are no subordinates reporting to this position.
This position works in an environment which handles the federal billing process and ultimately the recovery of federal dollars. The incumbent addresses the more complex project analyses/data requests and spearheads any discrepancy resolution. The incumbent ensures the accuracy of project documents and timely processing of federal transactions as required for the department to receive federal reimbursement on allowable projects. S/He monitors all federal projects at any stage of completion to ensure that projects progress to closure. The incumbent should keep abreast of all federal regulations, guidelines, and procedures to properly review project history, review federal transactions, recommend action, and correct errors.
Typical problems in this position include evaluating the effect of erroneous transactions as well as determining a cause of suspense items identified during the federal bill process and developing a correction for both that incorporates all systems. The greatest challenge is to properly correlate all systems to produce and process the weekly federal bill while resolving all suspense items.
The incumbent reviews state jobs in the SJNG systems and reviews/processes complicated federal obligation transactions in the FPM which are sent electronically to the Federal Highway Administration’s (FHWA) Fiscal Management Information System (FMIS). S/He evaluates the status of a project at any time to determine required action. S/He processes transactions for allowable unbilled costs and processes accounting adjustments to correct project records and federal billings. The incumbent reviews obligations and analyzes/resolves suspense items arising from the weekly federal bill. The incumbent reviews/enters timecard data into the labor distribution (ALD) system to bill direct labor and prepares/submits the weekly federal bill. S/He converts projects from advanced construction status to current federal funding and analyzes inactive, aged, and advanced
(Job Responsibilities continued)
construction projects. S/He assists in the design/modification of computer systems to comply with ever-changing federal regulations and maintains parallel accountability between the FPM systems and letting bulletins. The incumbent assists in the maintenance of complete project files and prepares responses to audit inquiries.
The incumbent has broad latitude to accomplish responsibilities. S/He is restricted by the IDOT and FHWA’s financial procedures. Matters concerning problem interpretations and resolution are referred to the Project Management Unit Manager with recommendations for resolution.
The incumbent has internal contact with staff in the Project Control Section; personnel from the Bureaus of Design and Environment, Local Roads and Streets, and Construction; district staff; and various departmental entities to alleviate issues that could result in a delay in federal project authorization and/or receipt of federal funds. S/He will have limited external contact with the FHWA financial/administrative staff. Occasional statewide travel with overnight stays may be required.
The effectiveness of this position is measured by the quality and timeliness of posted transactions, unbillable costs, and the accuracy and timeliness of the weekly federal bill.
1. Reviews state jobs in the SJNG system.
2. Reviews and processes federal obligation transactions in the FPM and FMIS.
3. Evaluates the status of a project at any time to determine required action.
4. Reviews and processes federal obligations in FPM for allowable unbilled costs.
5. Processes accounting adjustments to correct project records and federal billings.
6. Analyzes and resolves suspense items arising from the weekly federal bill.
7. Converts advanced construction projects to current federal funding.
8. Prepares and submits the weekly federal bill.
9. Reviews and enters timecard data into the ALD system to include labor on the federal bill.
10. Analyzes inactive, aged, and advanced construction projects.
11. Assists in the design/modification of computer systems to comply with ever-changing federal regulations.
12. Maintains parallel accountability between the FPM system and letting bulletins.
13. Assists in maintenance of complete project files and prepares responses to audit requests.
14. Performs duties in compliance with departmental safety rules. Performs all duties in a manner conducive to the fair and equitable treatment of all employees.
15. Performs other duties as assigned.
- Completion of a bachelor’s degree majoring in business, accounting, finance, or public administration plus two years of experience working with federally funded programs, assisting in audit requests, managing project progression, or a combination thereof; OR
- Eight years of experience working with federally funded programs, assisting in audit requests, managing project progression, or a combination thereof
? Valid driver’s license
? Occasional statewide travel with overnight stays
? Working knowledge of research and statistical methods and techniques
? Ability to maintain harmonious relationships with employees and agency officials