Contract Compliance Analyst

City of Franklin

Part Time | Starting Pay: $37.58 - $40.89/Hourly

Please click the link below for Benefits Information:

https://acrobat.adobe.com/id/urn:aaid:sc:US:daea3470-95cc-4286-8a1e-fd08549bf6d0

I. Purpose of Job

Under general supervision, monitors the activities of the contractor (currently The TMA Group) and the subrecipient (Williamson County) to ensure that the awards are used for authorized purposes, in compliance with federal statutes, regulations, and the terms and conditions of the contract or subaward so that the Franklin Transit Authority can provide oversight of the contractor that provides all administrative, management, and operating support.

II. Essential Job Duties

A. Internal Controls

• Reviews and approves contractor's transit invoices for payment by the City.
• Maintains and updates the Authority's Comprehensive Review Guide and the Contractor Oversight Checklist that is signed by the Franklin Transit Authority chair.
• Establishes and maintains effective internal control over the federal awards that provides reasonable assurance management of the Federal award follows Federal statutes, regulations, and the terms and conditions of the Federal award. These internal controls should follow guidance in "Standards for Internal Control in the Federal Government" issued by the Comptroller General of the United States or the "Internal Control Integrated Framework", issued by the Committee of Sponsoring Organizations of the Treadway Commission (COSO).
• Provides City's Finance Department information needed for the required Single Audit, performed by the City's external auditor. Consults with Federal Transit to ensure compliance with this federal regulation for reporting awards and sub-awards in the Schedule of Expenditures of Federal Awards (SEFA) in Single Audits.
• Reviews the County's annual Single Audit reports to ensure they are completed timely and determining if any findings are cited that pertain to Federal Transit funded programs. The results of these reviews should be documented. Ensure that monitoring policies prepared by contractor are followed.
• Analyzes and reports current or projected 5307 expenditures to the Authority for approval, as identified in the contractor's sub-recipient monitoring procedures manual.
• Analyzes and reports ridership numbers to the Authority for approval, as identified in the contractor's sub-recipient monitoring procedures manual.
• Assist in the competitive process for selecting the transit contractor.
• Ensures that monthly statements of activities provided by the contractor are separated for the activities of the recipient (Franklin Transit Authority), the contractor (The TMA Group), and sub-recipient (Williamson County).
• Tracks Franklin Transit Authority's assets to ensure they are used solely for authorized purposes. Provides the list to City's Finance Department at each fiscal year end for annual audit.
• Assists in developing an approved federally recognized indirect cost rate negotiated with the Federal Government or help determine the appropriate rate if no approved rate exists. This will ensure the proper inclusion and application of indirect costs to federal award expenditures.
• Before submitted, reviews the financial and performance reports proposed by the contractor. This includes the Federal Financial Report (FFR) and NTO (National Transit Database (NTD). Ensures information used to report expenditures in the FFRs and NTD is consistent with the information used to report expenditures in other annual reports.
• Ensures the contractor has entered sub-awards exceeding $25,000 in the federal registry at www.usaspending.gov in accordance with FFATA after the grant has been awarded.
• Analyzes vanpool numbers reported at Authority meetings. Topics include NTD numbers (vehicles in operation, unlinked passenger trips, vehicle revenue miles VR hours), routes ended and started, employer visits, issues related to the fleet, maintenance issues, marketing initiatives, and any procurements (when applicable).

B. Financial Administration

• At least quarterly, review written procedures for requesting federal reimbursements to ensure meets federal guidance on proper procedures, including allowability of costs.
• At least quarterly, review farebox revenue documentation to enhance the process for monitoring fare revenue collections. Ensure that source documentation for fare collections is maintained by contractor's finance personnel.
• At least quarterly, review the contractor's timesheets to ensure they were signed or initialed prior to giving them to the Chief Financial Officer for payroll processing.
• May assist with ongoing or future projects and will be included in all capital projects as part of the project team.

III. Other Job Duties

Performs other job duties as assigned, including:

• Related duties and responsibilities as needed.
• Gathers and analyzes financial information to assist Management with expenditures and budget tracking, financial analysis, and other areas as needed.
• Advises on problems and suggest improvements to minimize risk.

IV. Primary Job Challenges

Primary challenges of this position include understanding financial documents and effectively communicating financial information to different departments as needed.

V. Equipment Operated

Computer and other office equipment such as printers and fax machines

VI. Key Competencies Required

• Job Content Knowledge: Has thorough knowledge of the policies, procedures, and activities of the City and accounting practices as they pertain to the performance of duties. Is very knowledgeable of accounting practices as necessary in the completion of daily responsibilities. Is capable of reading and using ledgers, bank statements, billing invoices, and insurance forms. Is familiar with bidding procedures. Perform word processing and data entry functions. Is knowledgeable of personnel rules and regulations and principals of supervision. Has comprehensive knowledge of the terminology, principles, and methods utilized within the department. Is knowledgeable and proficient with computers.
• Language Skills: Read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Write speeches and articles for publication that conform to prescribed style and format. Effectively present information to top management, public groups, and/or boards of directors.
• Mathematical Skills: Calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Apply concepts of basic algebra and geometry.
• Reasoning Ability: Define complex problems, collect data, establish facts, and draw valid conclusions. Interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
• Teamwork: Develops constructive and cooperative working relationships with others. Encourages others to express their ideas and opinions. Provides input into identifying and solving problems. Anticipates need of others for information about job tasks and work environment and provides it to them in a timely manner. Willingly assists others with job tasks when appropriate.

VII. Physical Demands and Work Environment

Physical Demands:

Performance of the essential duties of this job requires the incumbent to:

• Remain in a stationary position 50% of the time.
• Occasionally move about inside the office/building to access file cabinets, office machinery, the public, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, computer, printer, and telephone.
• Regularly positions self to maintain office area and items needed to complete daily tasks.
• Regularly communicates information and ideas so others will understand. Exchange accurate information in these situations.
• Occasionally moves/transports up to 10 pounds.

Work Environment:

Performance of the essential duties of this job requires:

• The work environment is moderately noisy (examples: business office with computers and printers, light traffic).