Program Administrator 2/Ellis Coordinator - District 8 HQ CPA - PN20062861

Ohio is a Disability Inclusion State and strives to be a model employer of individuals with disabilities. The State of Ohio is committed to providing access and inclusion and reasonable accommodation in its services, activities, programs and employment opportunities in accordance with the Americans with Disabilities Act (ADA) and other applicable laws.

ALL ANSWERS TO THE SUPPLEMENTAL QUESTIONS MUST BE SUPPORTED BY THE WORK EXPERIENCE/EDUCATION PROVIDED ON YOUR CIVIL SERVICE APPLICATION.

- All exempt new hires to ODOT must serve a one year probationary period.

- All exempt promotions are required to serve a 6 month probationary period.

- If this position is filled internally, the wage rate will be determined in accordance with the Ohio Revised Code.

-This position is overtime exempt based on FLSA Standards.

-The final candidate selected for this position will be required to undergo a criminal background check. Criminal convictions do not necessarily preclude an applicant from consideration for a position.  An individual assessment of an applicant’s prior criminal convictions will be made before excluding an applicant from consideration.

At the State of Ohio, we take care of the team that cares for Ohioans. We provide a variety of quality, competitive benefits to eligible full-time and part-time employees*. For a list of all the State of Ohio Benefits, visit our Total Rewards website! Our benefits package includes:

• Medical Coverage


• Free Dental, Vision and Basic Life Insurance premiums after completion of eligibility period


• Paid time off, including vacation, personal, sick leave and 11 paid holidays per year


• Childbirth, Adoption, and Foster Care leave


• Education and Development Opportunities (Employee Development Funds, Public Service Loan Forgiveness, and more)


• Public Retirement Systems (such as OPERS, STRS, SERS, and HPRS) & Optional Deferred Compensation (Ohio Deferred Compensation)

*Benefits eligibility is dependent on a number of factors. The Agency Contact listed above will be able to provide specific benefits information for this position.

4 yrs. trg. or 4 yrs. exp. in business administration management science or public administration. 

-Or completion of undergraduate core program in business administration, management science or public administration; 2 yrs. trg. or 2 yrs. exp. in supervisory, administrative &/or managerial position. 

-Or completion of undergraduate core program in academic field commensurate with program area to be assigned per approved Position Description on file; 2 yrs. trg. or 2 yrs. exp. in supervisory, administrative &/or managerial position or staff position involving planning, research &/or policy/procedure development. 

-Or 1 yr. exp. as Program Administrator 1, 63122. 

-Or equivalent of Minimum Class Qualifications For Employment noted above 

Job Skills: Program Management

What you will be doing\: 

This position serves as the District Ellis Coordinator, supports Consultant Contract Management, and collaborates with the District Workplan Coordinator during annual updates. The role programs and updates projects in ELLIS, manages preliminary and final legislation for ODOT-let capital projects, handles funding tasks such as federal authorization and encumbrance requests, and performs a variety of consultant contract administration responsibilities including drafting agreements, preparing IPS forms, processing invoices and conducting SBE and CUF reviews.

Official Position Description:

Acts for Capital Programs Administrator (CPA) by providing program direction for District 8’s Multi-Year Workplan & by relieving CPA of most difficult administrative duties (e.g., ensures projects are scoped, field reviewed; prioritized, programmed, & correctly funded for scheduled delivery).  Ensures plan is fiscally restrained & adjusts as necessary; assists in coordinating with Highway Management & Capital Programs personnel to formulate & finalize District Multi-Year Workplan annually.  Acts as District ELLIS Coordinator (e.g. attends Statewide ELLIS coordinator meetings; monitors project programming for inclusion in the State Transportation Improvement Program (STIP); ensures capital program expenditures using federal funds are compliant with the STIP including submission of Federal Authorization requests).  Ensures accurate & timely updating of management information systems as they relate to the delivery of the program (e.g., Enterprise Information Management System (EIMS), ELLIS) & utilizes multiple GQL Model Reporting applications to ensure their business rules, policies & procedures are implemented, used & maintained as standard business practice in their designated work environments. 

Serves as District Contract Invoice Coordinator (e.g., processes invoices; responds to inquiries from State & Federal agencies (e.g., Federal Highway Administration (FHWA)); coordinates with project managers to verify invoices prior to processing; maintains contract documentation; assists in managing task orders (e.g., programs funding; prepares encumbrance requests; submits federal authorization requests; tracks consultant agreements & agreement modifications; oversees and monitors Small Business Enterprise (SBE) and Commercially Useful Function (CUF) when required for Professional Services in accordance with ODOT's affirmation processes.

Identifies projects needing local government funding participation & consent legislation (e.g., prepares necessary legislation & monitors progress until legislation is completed).  Develops Special Funding agreements for ODOT Let projects (e.g., Park Board, School Board, Water Company, Private entity). Utilizes computer & related software (e.g., Microsoft Office, ELLIS, EIMS) to monitor reports & assist in preparing materials &/or presentations for public meetings &/or hearings.  Provides technical information on programs & policies to private organizations, government officials, & general public. Performs other work-related duties as assigned.

The State of Ohio is a drug-free workplace which prohibits the use of marijuana (recreational marijuana/non-medical cannabis). Please note, this position may be subject to additional restrictions pursuant to the State of Ohio Drug-Free Workplace Policy (HR-39), and as outlined in the posting.