TRANSPORTATION PROGRAM MONITOR 1* - 05042023-45713

Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF TRANSPORTATION, BUREAU CHIEF OF ADMINISTRATION , DAVIDSON COUNTY

This classification is in the Aeronautics Division - Planning and Environmental section

This position has a starting rate of $3,998 per month.

Minimum Qualifications

Education and Experience: Graduation from an accredited college or university with a bachelor's degree.

Other Requirements

Necessary Special Qualifications: None.

Examination Method: Education and Experience, 100%, for Preferred Service positions.

Job Overview

Summary: Under immediate supervision, is responsible for the monitoring and analysis of procedural and regulatory requirements, including funding, for transportation programs; learns to perform monitoring and analysis of procedural and regulatory requirements, including funding, for complex transportation programs; performs related work as required.

Distinguishing Features: This is the entry 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 flexes to and differs from a Transportation Program Monitor 2* in that an incumbent of the latter operates more independently and performs monitoring tasks of greater scope and complexity.

Work Activities

.Interpreting the Meaning of Information for Others:

• Learn to explain project specific procedures and regulations to the general public, persons in other departments or divisions, local governments, or outside organizations and representatives as required.
• Learns to explain departmental policies and procedures, interprets rules and regulations to internal and external customers to ensure consistency of information.
• Learns to interpret 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:

• Learns to provide consultation to contract agencies to guarantee compliance with state and federal law and reviews corrective action plans.
• Learn to notify supervisory personnel of possible violations of departmental, state, and federal laws, rules, regulations, guidelines, policies, and procedures.

Making Decisions and Solving Problems:

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

Processing Information:

• Learns to receive and compile applicable documentation to submit project information to applicable federal agencies for funding authorization.
• Learns to compile and review information necessary to create reports and documentation for accuracy and completeness.
• Learn to prepare reports to document results of monitoring activities.
• Learns to review and analyze applicable documentation to establish and/or modify the financial record for fund administration.
• Learns to calculate project funding percentages to determine eligibility based on state and federal program regulations.
• Learn to verify agency and/or project eligibility for funding by reviewing appropriate documentation, such as program applications.
• Learns to calculate project funding percentages and identify items to determine budgets based on state and federal program regulations.

Evaluating Information to Determine Compliance with Standards:

• Learns to determine 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.
• Learn to determine compliance with state and federal laws, and any other specific program policies, procedures and performance standards.
• Learn to determine 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.
• Learn to 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:

• Learn to assist in the coordination of transportation activities, including preparation of grant and sub recipient applications, contracts, project schedules, progress reports, technical reports, and invoices.
• Learn to incorporate last minute and unscheduled tasks into current workload to ensure timely and accurate completion of work.
• Learns to organize and prioritize personal workload using calendars, lists, and other facilitators to ensure timely and accurate completion of work.

Communicating with Persons Outside Organization:

• Learn to communicate as a liaison between TDOT and customers regarding program administration.
• Learn to discuss pertinent components of the monitoring activities including planning, data collection, monitoring techniques, and communication among business partners to facilitate the review process.
• Learn to discuss program observations, report findings and recommendations with customer management to inform them of required corrective action.

Monitoring and Controlling Resources:

• Learns to monitor and reconcile program expenditures and/or obligations and recommends fiscal adjustments as needed.
• Learns to monitor and reconcile project expenditures and/or obligations and compares to original contract and/or construction cost estimate to make adjustments as needed.
• Learns to monitor and reconcile program sources allocated to projects to prevent the lapsing of funds.

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.

Resolving Conflicts and Negotiating with Others:

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

Documenting/Recording Information:

• Learns to document and store appropriate information in electronic databases and/or physical form as required ensuring accurate information is recorded.
• Learns to enter and maintain data on a shared server for access and reference.
• Learns to write reports to document field inspections, laboratory tests, planning activities, and other necessary items to ensure accurate information is used in decision making.
• Learns to document information provided during meetings and training to ensure accurate information is disseminated to others.

Communicating with Supervisors, Peers, or Subordinates:

• Learn to write formal reports outlining the findings of monitoring reviews, justification for findings, and corrective action, if needed.
• Learns to communicate or consult with supervisors, staff and co-workers by phone, written form, email or in person to ensure established policies and procedures are followed.
• Learn to provide periodic reports on the status of goals, objectives and strategies to higher management and other business partners.

Analyzing Data or Information:

• Learn to analyze project funding percentages to determine levels of funding for state and federal programs.
• Learns to collect, analyze and track data for program management.
• Learn to evaluate program reviews conducted by monitors to verify conformity with procedural requirements.
• Learn to examine monitoring reports from multiple sources to ensure accuracy and completeness.
• Learn to review findings and recommendations provided by business partners for adherence to program standards.

Performing Administrative Activities:

• Learn to initiate payment of contractors, grantees, consultants, vendors, or other entities as required.
• Learn to update internal databases to document time, schedule, and project development.
• Learn to maintain project documentation in compliance with departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures.
• Mails or emails correspondence to internal and external business partners.
• Responds to emails, phone calls, and other correspondence as required.

Monitor Processes, Materials, or Surroundings:

• Learn to review documents, including but not limited to, contracts, leases, and other pertinent records to identify omissions and discrepancies in program operations.
• Learns to monitor to ensure compliance of public hearings, program policies and procedures and applicable state and federal laws of the contract or grant agreement.
• Learn to identify 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.
• Learn to observe operational processes, such as Equal Employment Opportunity (EEO), ADA, and Civil Rights regulations, to ensure compliance with departmental, state, and federal standards.

Thinking Creatively:

• Learn to assist 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.
• Learns to offer suggestions to help streamline workflow and improve work process and accuracy.
• Learn to recommend creative solutions to unique problems as they arise.
• Learns to participate in brainstorming sessions to develop process streamlining initiatives and improve business practices.

Updating and Using Relevant Knowledge:

• Learns to review 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.
• Learns to complete required training events to learn new procedures, ensure continual learning, maintain current knowledge of the field, and increase job proficiency.
• Learn to seek out work related developmental opportunities to improve performance and team efficiency.

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

• Learn to coordinate the development of preliminary cost estimates for transportation project development as required.
• Learns to estimate time required to establish and/or comply with project schedule and staffing requirements.

Judging the Qualities of Things, Services, or People:

• Learns to review and analyze applicable documentation while on-site to verify compliance with program standards.
• Learns to collect and compile pertinent data relating to service delivery prior to on-site visits to facilitate the review process.

Getting Information:

• Learn to 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.
• Learn to assist 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.

Identifying Objects, Actions, and Events:

• Learn to identify errors, omissions, and potential conflicts on applications, contract documents, estimates, reports, and plans.
• Learn to identify reportable program inventory to ensure satisfactory continuing control.

Establishing and Maintaining Interpersonal Relationships:

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

Developing and Building Teams:

• Learns to model effective performance for co-workers to provide a role model, encourage success in others, and enhance trust.

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.

Inspecting Equipment, Structures, or Material:

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

Operating Vehicles, Mechanized Devices, or Equipment:

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

Competencies (KSA'S)

Competencies:

• Learning on the Fly
• Dealing with Ambiguity
• Problem Solving
• Intellectual Horsepower
• Perseverance
• Approachability
• Customer Focus
• Integrity and Trust
• Listening
• Informing

Knowledge:

• Knowledge of administrative 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
• Learning Strategies
• Skill of monitoring organizational process to make improvements or take corrective action
• Skill of coordinating multiple priorities in a dynamic working environment
• Time management

Abilities:

• Deductive Reasoning
• Inductive Reasoning
• Oral Comprehension
• Oral Expression
• Originality
• Problem Sensitivity
• Selective Attention
• Speed of Closure
• Ability to time share by shifting back and forth between two or more activities
• Speech Clarity
• Speech Recognition
• Oral Expression
• Written Comprehension
• Written Expression

Tools and Equipment Used