Contract Administration:
- Works with projects and awards budgets in Oracle for project managers and senior management in Oracle, and prepares detailed project reconciliation as requested by managers
- Moves funds within Oracle budgets as needed and as requested by management
- Creates and maintains Excel spreadsheets for new projects, awards, contracts, monitoring payments, review contract conditions and obligations to ensure accurate payment, reconciling contract encumbrances with the Oracle database system
- Monitor contract encumbrance for contracts, supplemental agreements, and change orders
- Works to ensure Oracle projects and awards details are accurate and current
- Assists with ensuring Federal, State and Local concurrence on required third party contracts and agreements
Interaction with Third Parties:
- Serve as primary point of contact with project managers and works closely on a daily basis to assist them with their project budgets, requisition submissions, and provides project troubleshooting and resolution
- Serve as primary contact and works closely with project managers to obtain quarterly or monthly grant performance reports and aids project managers in completing assisgnments in a timely manner
- Responsible for being the secondary point of contact within Grants Management with the Federal Transit Administration (FTA) and the Florida Department of Transportation (FDOT)
- Coordinates daily functions for grants management inconjunction with the Oracle Financial System, project accounting and monitoring
- Addresses JTA staff needs on issues related to grant funding, finance monitoring, encumbrances, supplemental agreements, budget revisions and change orders
- Works closely with staff accountants, project managers, project planners, all other JTA departments to ensure accuracy and compliance with Federal, State and Local regulations
- Facilitates, conducts and/or attends meetings on behalf of the Capital Programming and Grants Manager
Grant Accounting/Planning:
- Assists with managing monthly, quarterly, and annual goal, metrics and objectives of the Grants Management Team and the Finance Department
- Coordinates and assists with Oracle systems application questions, including requisitions coding questions and requisition submission questions and works with user department staff and the Oracle IT help desk for resolution
- Assist and provide grants training as requested to Planning and Grant Accounting personnel and other user departments to ensure proper tracking of grant planning projects
- Review of Mass Transit, CTC, Skyway, and Ferry grant project encumbrances and expenditures in compliance with financial identification codes, in preparation for requisition or disbursement processing
- Assists with the reviews grant staff charges monthly to ensure grant eligibility
Grant Management:
- Assist Capital Programming and Grants Manager with specialized transportation grant projects which will include special tracking process and interface with senior managers on an ongoing process, including working closely with project managers
- Assists Capital Programming and Grants Manager with closeouts of federal grants, budget preparation, budget revisions, budget amendments, monitoring and evaluation of grant documents to ensure contract time extensions are pursued to prevent funding loss
- Assists with tracking all grant projects through the entire grant life cycle from notice of award through close-out
Budgeting:
- Assists Capital Programming and Grants Manager with budget preparation, monitoring and evaluation for eligibility of grant capital and operating projects
- Works with various Finance team members to setup and review new grant and local capital and operating projects and award budgets in Oracle
Reporting:
- Prepares and submits quarterly reports to FTA and work closely with staff accountants, project managers and grantors to ensure accuracy and compliance with Federal, State and Local regulations
- Assist in the preparation of a variety of grant and Oracle project related monthly, quarterly and annual reports
- Completes special projects, ad hoc assignments, and other duties as assigned
Audit Assistance:
- Assists the Capital Programming and Grants Manager in preparation of documentation related to the year-end audit, as well as with all State and Federal desktop, pop-up and triennial audits
- Assists with the maintenance of the Grants Management Document system that is used for each audit year and includes all grant awards, budget revisions, contract extensions and scope changes
- Serves as secondary audit interface for client prepared schedules and resolution of issues
- Assist the Capital Programming and Grants Manager with the FTA Triennial Audit Review process
Grant Submissions:
- Prepare, apply for and submit applications to the FTA as a Developer on behalf of the Authority
- Prepare and submit budget revisions to the FTA as a Developer on behalf of the Authority
- Assist Capital Programming and Grants Manager with the final review for completeness, inclusion of budget and schedules, check list for required elements and integration of exhibits
- Assist Capital Programming and Grants Manager with producing a JTA summary chart of new grant submission and results and report to Department Directors and CEO at year-end or as requested
Financial Analysis:
- Monitors grant project encumbrances and expenditures on a monthly basis
- Analyze, research, investigate, and resolve grant project accounting variances
Asset Management Planning:
- Assists the Capital Programming and Grants Manager and the Fixed Asset Department on overseeing the annual fixed asset inventory to fulfill state requirements.
- Assists the Capital Programming and Grants Manager and the Fixed Asset Department on overseeing the Biennial fixed asset inventory to fulfill federal requirements
- Assists Fixed Asset Department with all Oracle project issues and provides resolution
- Works closely with the Capital Programming and Grants Manager to coordinate asset management grant related issues between User Departments and the Procurement Department in accordance with Federal, State and Local regulations
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