Project Costing Controls and Closeout Assistant Director
Indianapolis, IN, US, 46204
Work for Indiana
Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a range of opportunities across 60+ agencies. At the state, you'll find competitive compensation, a robust benefits package and a commitment to work-life balance. Most importantly, you'll have the chance to make a real and measurable impact on the lives of Hoosiers across Indiana.
About the Indiana Department of Transportation:
The Indiana Department of Transportation (INDOT) provides a dynamic workplace that serves Indiana citizens, improves our state’s quality of life, and enhances its economic opportunity. INDOT has a number of innovative programs and projects, including Public-Private Partnerships, Green Initiatives, and cutting-edge uses of materials and assets. As part of the State of Indiana, INDOT offers a competitive total compensation package, as well as outstanding work/life balance. Whether you are an established professional in the transportation field or just starting your career, INDOT has exciting and challenging opportunities for you.
Role Overview:
Position ensures the application of technical and financial skills and governmental accounting principles to various financial situations. Serves as the Project Costing Control Manager, using vast technical knowledge expertise in overseeing system administration activities while serving as the subject matter expert for project setup, data analysis, troubleshooting, and reporting inside the PeopleSoft project modules required for Project Finance activities. Understands and can identify the technical and complex nature of how the Project Costing module interacts with other PeopleSoft modules: Accounts Payable, Billing, Customer Contracts, General Ledger, and Time & Labor. Works with INDOT personnel and the FHWA driving technical solutions in continually reviewing and changing, as necessary and mutually agreed upon, project closeout policies and procedures; provides leadership in development of federal project closeout application to track and monitor all open federal projects and provide automatic notifications when critical trigger points are hit; establishing timelines for project milestones and completion.
Responsible for the accountable processing of INDOT's federal highway billings and troubleshooting of all data processes related to weekly federal-aid billing & the SPMS to PeopleSoft interface. INDOT receives over $1 billion in federal dollars annually which accumulates in multi-million-dollar weekly billings . Manages special task employees who are responsible for quality assurance and quality control of all data moving through the Division requiring extensive technical expertise ensuring INDOT is reimbursed. Works with INDOT personnel and the FHWA driving technical solutions in continually reviewing and changing, as necessary and mutually agreed upon, project closeout policies and procedures; provides leadership in development of federal project closeout application to track and monitor all open federal projects and provide automatic notifications when critical trigger points are hit; establishing timelines for project milestones and completion. INDOT receives no less than $1B in reimbursements with this position managing the addition of federal funds through project closeouts annually increasing INDOT's ability to seek more reimbursements as those funds are reapplied to projects.
Location:
This position is located in INDOT’s Project Finance Department.
Salary:
This position traditionally starts at an annual salary of $75,010.00. Salary for this position may be commensurate with education and job experience.
A Day in the Life:
The essential functions of this role are as follows:
• Provide oversight of support inside the PeopleSoft Project Costing module including triaging, conducting diagnosis and resolution troubleshooting multi-level system issues on a daily basis; Identify recurring issues, conduct root cause analyses, perform necessary functions to correct issues, and provide technical documentation and business process changes as required.
• Provide oversight of the testing, user acceptance testing, debugging, and documentation of system software upgrades and new releases as well as the evaluation and review of system software quality assurance in production for the agency.
• Recommends and implements software changes and additions; prepares analytical reports describing current conditions and performance in comparison with proposed upgrades/changes with an emphasis on technical solutions.
• Evaluates the need of new and existing interfaces to determine how to create a more conducive working environment for necessary processes and customer ease.
• Manages the modification or development of new queries and reports.
• Manages the creation and development of procedural documentation and guidelines including job aids for training end users.
• Actively participate in the development and revision of INDOT project finance reporting procedures, methods and applications.
• Incorporate electronic technology improving project accuracy, data integrity, and processes.
• Manages system internal controls and quality assurance reviews.
• Provides resolutions to functional and technical problems working with staff and technical resources including the State Information Technology staff.
• Partners with INDOT’s Management Information System and the State Information Technology staff to support business operations to satisfy inquiries, resolve issues, and support applications.
• Actively works with Districts and Department in establishing project related program controls.
• Develop performance measurements, analyzing federal requirements, and making improvements based on performance measurements and needs.
• Responsible for the financial information inside agency Project Financial Plans developed for projects utilizing the P3 method of procurement.
• Manages the oversight for the financial information inside agency Project Financial Plans developed for projects over $100M reported annually as mandated by Federal Highway.
• Directs oversight over federal project end date and inactive project status and functions.
• Responsible for staff performing the necessary technical and financial functions ensuring all projects are created and available for payment processing.
• Funding Sources are released in Project Budgets upon closures of purchase orders.
• State Funding Sources are reconciled to assure INDOT maintains balance between funding sources and budget.
• All federal aid projects are audited against financial systems assuring that federal reimbursement has been properly applied and sought prior to closure of project in federal financial system.
• Federal projects are tracked for closure and methods are put into place for assuring that documentation is requested and submitted for audit.
• Excess federal obligations are discovered and identified for release.
• Monthly reports are created for project closeouts, purchase order closeouts and funding source releases, and analytical metrics on processes to determine success or need for improvement.
• Identifies and makes recommendations for capital program funding through budget analysis (i.e. moving away from standard federal participation to reserve federal funds for entirety of fiscal year).
• Process improvements including development of technical and/or automated tools to streamline meeting FHWA requirements and/or creation of databases to manage division efforts.
• Staff development through web-based training programs, personal leadership courses, and other guides and tools.
The job profile is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.
What You'll Need for Success:
You must meet the following requirement to be considered for employment:
- Bachelor’s degree in Management, Accounting, Finance, or the equivalent; Master’s degree preferred.
- At least ten (10) years fiscal related experience including management/executive level and technical experience;
- Understand tools available to analyze Project Costing data and solve individual project errors or shortages.
- Extensive knowledge of Microsoft Excel;
- Extensive knowledge of the agency mission, programs, and administrative policies;
- Excellent problem solving and analytical skills;
- Extensive knowledge of PeopleSoft modules, techniques and procedures;
- Considerable knowledge of agency organization and function including funding mechanisms, project accounting, and budgeting;
- Ability to formulate sound recommendations and make appropriate decisions with consideration of potential impact on operations;
- Ability to review and analyze financial transactions in PeopleSoft/Encompass to determine discrepancies and make corrections;
- Ability to create and evaluate complex reports via PeopleSoft/Encompass;
- Ability to establish and maintain effective working relationships with all levels of management;
- Ability to maintain confidentiality;
- Ability to work independently, anticipate problems and initiate corrective providing technical solutions first followed by other actions if and when required;
- Staff development, performance management, directing, and coaching of other employees.
- Ability to work with IT personnel to support business processes, make system inquiries, ask and respond to technical questions, resolve issues, and support project costing team.
- Ability to recommend technical system solutions to solve problems.
Supervisory Responsibilities/Direct Reports:
Benefits of Employment with the State of Indiana:
The State of Indiana offers a comprehensive benefit package for full-time employees which includes:
- Three (3) medical plan options (including RX coverage) as well as vision and dental plans
- Wellness Rewards Program: Complete wellness activities to earn gift card rewards
- Health savings account, which includes bi-weekly state contribution
- Deferred compensation 457(b) account (similar to 401(k) plan) with employer match
- Two (2) fully-funded pension plan options
- A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to:
- 150 hours of paid New Parent Leave and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers
- Up to 15 hours of paid community service leave
- Combined 180 hours of paid vacation, personal, and sick leave time off
- 12 paid holidays, 14 on election years
- Education Reimbursement Program
- Group life insurance
- Referral Bonus program
- Employee assistance program that allows for covered behavioral health visits
- Qualified employer for the Public Service Loan Forgiveness Program
- Free Parking for most positions
- Free LinkedIn Learning access
Equal Employment Opportunity:
The State of Indiana is an Equal Opportunity Employer and is committed to recruiting, selecting, developing, and promoting employees based on individual ability and job performance. Reasonable accommodations may be available to enable individuals with disabilities to complete the application and interview process as well as perform the essential functions of a role. If you require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at jobs@spd.IN.gov.
Nearest Major Market: Indianapolis
