Assistant Work Program Administrator
State of Florida
full-time
Posted on:
Location Type: Office
Location: Lake City • Florida • 🇺🇸 United States
Visit company websiteSalary
💰 $79,396 - $102,748 per year
Job Level
Mid-LevelSenior
About the role
- Supervises employees spending the majority of the time communicating with, motivating, training, and evaluating employees, and planning and directing employees’ work.
- Has the authority to effectively recommend the hiring, transferring, suspension, layoff, recalls, promotions, discharges, assignments, rewards, or disciplinary actions for subordinate employees.
- Plans and directs workloads, deadlines, work objectives and time utilization with subordinate staff.
- Provides direction and ensures that all subordinates receive training and instruction in methods and techniques necessary to safely perform their assigned tasks.
- Supervise assigned District Work Program Specialists in the following program areas Modal Development, Planning (D) funds, District Inhouse (DIH funds), Local Agency Program projects (Non-LAP), Preliminary Engineering, Right of Way, Construction Engineering Inspection (CEI), Maintenance, and other program areas as assigned to ensure the Work Program is feasible.
- This includes the maintaining of project information in current and prior fiscal years of the District’s Adopted Five-Year Work Program, to include all associated funding targets.
- Supervise the review and approval of all authorizations for state and federal funds for the district in these program areas to include the review and balancing of overruns in these program areas and coordination to ensure maximum use of federal funding where appropriate.
- Ensure federally funded projects are scheduled in accordance with the assumptions in the Annual Federal Obligation Plan (Obligation Authority – OA) and the Advanced Construction (AC) plan and maximize the OA plan through strategic use of revolving AC funding.
- Supervise the closure and balancing of projects when complete including any coordination necessary to resolve issues with the Central Office Work Program Office, Office of the Comptroller (OOC), along with all related/affected offices within the District.
- Prepare and maintain the balance of funds to appropriate budget for current year using various reports such as the Production Accomplishment Report (PAR), Work Program/Budget/Florida Accounting Information Resource (FLAIR) Comparison Report, Project Cost Sufficiency (90/10) Report, and Cost Allocation impacts to Financial Commitments Report in assigned program areas.
- This is accomplished through various financial databases such as Financial Management System (FM), Work Program Administration (WPA), Project Cost Management (PCM), and Florida Accounting Information Resource (FLAIR).
- Supervise and coordinate the preparation and submittal of Executive Office of the Governor (EOG) amendments for assigned program areas, this includes coordination with Central Office and notification of local public officials.
- Supervise the assigned District Work Program Specialists in the candidate development, coordination and any subsequent maintenance of the District’s Tentative Five-Year Work Program, to include all associated funding targets and the appropriate Federal Transportation Act, section 339.135, F.S..
- Supervise the creation and programming of the District’s Emergency Response projects.
- Assist the Work Program Administrator as point of contact and liaison with the District Emergency Coordination Officer for Emergency events. This includes coordination with District teams, Central Federal Aid Programs Office, Central Office Work Program Office, Office of the Comptroller (OOC), as well as assistance with tracking project specific locations for DDIRs and subsequent cost transfers and federal authorizations.
- Assist the Work Program Administrator in the monitoring of funding sources to maintain balanced levels compatible with the Work Program instructions formulated by the Central Office.
- Recommend necessary revisions due to changes in funding levels.
- Supervises employees spending the majority of the time communicating with, motivating, training, and evaluating employees, and planning and directing employees’ work.
- Has the authority to effectively recommend the hiring, transferring, suspension, layoff, recalls, promotions, discharges, assignments, rewards, or disciplinary actions for subordinate employees.
- Plans and directs workloads, deadlines, work objectives and time utilization with subordinate staff.
- Provides direction and ensures that all subordinates receive training and instruction in methods and techniques necessary to safely perform their assigned tasks.
- Communicate on a regular basis with employees both individually and in staff meetings to provide feedback and motivation.
- Assist the District Work Program Administrator by providing Quality Control oversight. This includes, but is not limited to, the daily review, facilitation, feedback, coordination and timely completion of PSEE programming entries to improve overall efficiency and accuracy of the Program.
- Coordination may include verbal and/or written communication with Work Program staff and Work Program Administrator about required corrective entries and/or follow up resolution for these areas.
- Assist and monitor the District’s annual programming to ensure compliance with all requirements.
- Participate in Tentative Work Program reviews.
- Assist the District Work Program Administrator, as a senior staff advisor to district management on Work Program and Federal Aid Program technical and procedural matters and act as a liaison with Central Office staff on related matters.
- Assist with advising management on potential impacts and implications of proposed changes to the Work Program relative to overall Work Program stability and recommend alternative actions for consideration to maximize the use of district allocated resources and minimize negative impacts on stability.
- Manage the Work Program portion of the District’s Advanced Production Plan (APP).
- Act as a liaison with the FHWA for audits and facilitate coordination with the Central Federal Aid Programs Office and the Federal Highway Administration (FHWA) to resolve issues and improve efficiency of the federal aid process.
- Manage the District’s Roll Forward in assigned program areas, including but not limited to, report creation, distribution, and timely District 2 Program Analysis Tool (D2PAT) current and prior year project updating.
- Assist the Work Program Administrator with providing quarterly updates to the District Secretary and directors and work with staff and executive management to address any potential issues.
- Assist Work Program Administrator with monitoring and implementing adjustments to balance all fiscal year end activities.
- Prepare required reports for fiscal year end close out activities, including but not limited to, roll forward, manual roll forward, and budget realignment.
- Assist with certified forward as needed.
- Attend, conduct and participate in meetings and make presentations as required.
- Prepare reports and analyses to assist all levels of management in the implementation of the Work Program.
- Provide information in a timely manner in response to requests from the Governor, the Legislature, the Florida Transportation Commission, Central Office, district management and staff, local agencies, elected officials and the public.
Requirements
- Knowledgeable of and skilled at planning, organizing, coordinating and scheduling assigned workload ensuring timely completion and quality product.
- Knowledgeable of and skilled at maintaining files and managing financial records.
- Knowledgeable of and skilled at interpreting department manuals as used by the work program office.
- Knowledgeable of and skilled at understanding and applying applicable state and federal regulations, rules, policies and procedures relating to the work program office.
- Knowledgeable of and skilled at using problem solving techniques.
- Knowledgeable of and skilled at basic mathematical calculations.
- Knowledgeable of and skilled at following oral and written instructions.
- Knowledgeable of and skilled at role-modeling the department’s values of integrity, respect, teamwork and excellence.
- Knowledgeable of and skilled at developing and maintaining close working relationships within an office and other units of similar characteristics.
- Knowledgeable of and skilled at using computers and current computer programs at an intermediate level.
- Knowledgeable of and skilled at managerial and supervisory techniques.
- Skilled at reviewing documents for accuracy and completeness.
- Skilled in writing and speaking the English language on a comprehensible level to communicate effectively to the general public, work contacts, and co-workers.
- Ability to work independently.
Benefits
- Health insurance (over 90% employer paid)
- $25,000 life insurance policy (100% employer paid)
- Dental, vision and supplemental insurances
- State of Florida retirement package
- 10 paid holidays a year
- Generous vacation and sick leave
- Career advancement opportunities
- Tuition waiver for public college courses
- A variety of training opportunities
- Employee Assistance Program (EAP)
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
financial managementproject managementbudgetingdata analysisreport preparationmathematical calculationsproblem solvingquality controlprogrammingscheduling
Soft skills
communicationleadershipteamworkmotivationtrainingorganizationinterpersonal skillsindependencefeedbackrelationship building