Federal Planning Activities Lead

Working at the intersection of planning, fiscal management, data, and agency strategy, this role directs the administration of the agency’s Unified Planning Work Program (UPWP), ensuring that federal planning resources are deployed efficiently and strategically to advance mayoral and agency priorities.

Working to support DOT’s goal of ensuring the safe, efficient, and environmentally responsible movement of people and goods across NYC, the incumbent will report to the Deputy Director for Planning Coordination on the Regional & Long-Term Planning team (R&LTP).

That team provides internal policy guidance on metropolitan planning; leads innovative programs and data initiatives; engages regional partners on megaprojects and in metropolitan planning fora; strategically manages the agency’s federal planning funds; and supports coordination at the City’s periphery.

Under general supervision, with latitude for independent initiative and judgment, the incumbent will supervise one staff member and serve as a key technical resource to DOT project managers, senior leadership, and regional partner organizations.

The position requires deft people skills, including the ability to build effective working relationships, to coordinate across organizational boundaries, to explain complex requirements clearly, and to exercise sound judgment in working with diverse stakeholders.

The incumbent will develop and maintain expertise in metropolitan planning processes and federal planning requirements, with a focus on continuously improving the systems, workflows, and tools used to manage the agency's UPWP.

The position offers broad exposure to the planning and policy functions of one of the nation's largest transportation agencies.

It is well suited to an analytical, systems-oriented professional who combines strong communication and interpersonal skills with a focus on ensuring seamless and efficient operational workflows and precise and timely grant management.

The general duties of the role will combine program management, fiscal administration, and process improvement across the agency's federal planning portfolio, with the following specific responsibilities:

(1) Lead the development and administration of the agency’s annual Unified Planning Work Program (UPWP). Coordinate with DOT billing units and senior leadership to identify core and discretionary planning studies, develop program budgets, and manage grant amendments and program modifications.

(2) Supervise staff performing analytical and administrative grant activities. Ensure accuracy and accountability across the federal planning activities portfolio while developing standard operating procedures (SOPs) and improving grant related workflows. Track grant-funded headcount.

(3) Manage quarterly fiscal and claims processes.

Develop and review workbooks incorporating personnel and contract-related data; use NYC's Financial Management System (FMS) to develop baseline budget modifications and coordinate with agency fiscal teams on annual reconciliation; and automate routine fiscal processes, including quarterly journaling between federal and City budget codes.

Maintain internal tracking systems, file structures, and performance metrics.

(4) Interface with the New York Metropolitan Transportation Council (NYMTC). Coordinate the timely submission of biannual reports, activity deliverables, and quarterly claim packages, and serve as a principal point of contact for related program administration. Lead the agency’s participation in regular emissions conformity cycles.

(5) Provide technical guidance and reporting to DOT program areas and leadership.

Advise work units, project managers, and DOT's Program, Finance, and Administration Committee (PFAC) representative to NYMTC; work collaboratively with stakeholders to resolve issues and communicate program requirements; and translate grant, budget, and program data into high-impact presentations, briefing materials, and other decision-support products for senior leadership and external agencies, including but not limited to the NYC Office of Management & Budget.

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

If you do not have access to a personal computer: Please visit your local public library. Most public libraries have computers available for use. No phone calls, faxes or personal inquiries permitted.

Only those applicants under consideration will be contacted. For more information about DOT, visit us at: www.nyc.gov/dot.