Appendixes to NCHRP Research Results Digest 314: State DOT Staff Resources for Administering Federal Public Transportation Programs (2007)

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APPENDIX D BENCHMARK JOBS AND RESPONSIBILITIES

BENCHMARK JOBS AND RESPONSIBILITIES PUBLIC TRANSIT DIRECTOR Direct, coordinate, and implement the state’s public transportation programs. Major areas of responsibility include the following: • Recommend policy, procedures, staffing, and funding to execute public transit division programs; • Provide program oversight and staff supervision for the public transit division; • Oversee grants administration for federal and state public transportation funding programs; • Direct the preparation and updating of statewide comprehensive plans and/or consolidated transportation programs; • Establish priorities and coordinate service delivery and program management in consideration of statewide transit issues and departmental resources; • Perform liaison duties with local, state, regional, and federal agencies regarding transit projects; • Represent the department at national, state, and local levels concerning the public transit division’s activities; • Ensure departmental and sub-recipient compliance with applicable federal and state laws and regulations; and • Review proposed legislation and direct the implementation of legislation affecting the division’s activities. ASSISTANT PUBLIC TRANSIT DIRECTOR Assist in directing, coordinating, and implementing the state’s public transportation programs. Major areas of responsibility include the following: • Recommend policy, procedures, staffing, and funding to execute public transit division programs; • Assist in providing program oversight and staff supervision for the public transit division; • Assist in the oversight of grants administration for federal and state public transportation funding programs; • Assist in directing the preparation and updating of statewide comprehensive plans and/or consolidated transportation programs; • Establish priorities and coordinate service delivery and program management in consideration of statewide transit issues and departmental resources; • Perform liaison duties with local, state, regional, and federal agencies regarding transit projects; • Represent the department at national, state, and local levels concerning the public transit division’s activities; • Review proposed legislation and direct the implementation of legislation affecting the division’s activities. D-2

D-3 FEDERAL TRANSIT ADMINISTRATION (FTA) GRANTS ADMINISTRATOR Administers state and/or federal transportation funding programs. This position provides the link between the FTA and the state. Oversees contracts, grants, projects, programs, and procurements, including application, approval, payments, contract monitoring, audits, and close-outs. Major areas of responsibility include the following: • Analyzes applications and recommends funding recommendations; • Advises when contracts, grants, projects, or programs are approved; • Monitors the procurement of equipment; • Reviews, processes and/or approves requests for reimbursement; • Develops procedures for program implementation; • Keeps abreast of and ensures compliance with laws, regulations, policies and procedures with regard to funding programs; • Assists with the annual development of the Transportation Improvement Program (TIP), including verification of compliance with yearly apportionments; • Monitors payments, procedures and/or projects including site visits to ensure compliance with state and federal regulations; • Prepares and submits reimbursement financial documents required by the federal government for program expenditures; and • Reprograms federal grants and balances prior to close-out. PUBLIC TRANSPORTATION PLANNING DIRECTOR Oversees statewide public transportation planning programs. Supervises professional and technical employees in program areas dealing with public transportation planning. Major responsibilities include: • Reviewing, analyzing, and interpreting federal and state laws, rules, and regulations regarding public transportation planning; • Planning and scheduling the development of statewide public transportation plans (STIP); • Participating in local transit planning (TIPS, Metropolitan Planning Organizations (MPOs), coordination, Transportation Development Plans (TDPs), etc.) • Serving as an advisor for research projects dealing with public transportation; • Representing the Department of Transportation (DOT) with federal, state, and local officials on matters related to public transportation plan. PUBLIC TRANSPORTATION PLANNER Performs planning and programming activities in support of statewide transit programs. Major responsibilities include: • Conducting research and analysis on complex issues, legislation, and departmental policies; • Assisting in developing and implementing short-range and long-range local and statewide plans and projects (TIPS, MPOs, coordination, TDPs, etc); • Reviewing and evaluating plans and related documents to ensure compliance with applicable state and federal requirements;

D-4 • Providing general information and support to government officials, sponsors, users, and the public; and • Assisting with the coordination of planning projects involving districts, divisions, various public transportation interests, research endeavors with universities and/or state, local, and federal agencies. LOCAL GRANT COORDINATOR/REGIONAL TRANSPORTATION COORDINATOR Oversees and monitors the activities of entities that receive federal and state public transit grants. This position provides the link between the state (as the recipient of federal funds) and the local sub-recipients. Major areas of responsibility include the following: • Grants administration for federal and state public transportation funding programs; • Review and approval of local jurisdictions’ transportation plans for transit; • Recommend levels of operating and capital assistance to support local public transit programs; • Provide technical assistance to local transit providers regarding compliance with FTA and state regulations; • Monitor local grant sub-recipients to ensure compliance with FTA and state regulations; • Serve on selection committees for capital projects; • Participate in project planning and other project development activities; and • Participate in liaison activities with local, state, regional, and federal agencies. FISCAL OFFICER Directs the overall planning, development, and administration of fiscal programs. Major responsibilities include: • Preparing the budget for the department, as well as preparing periodic financial reports; • Monitoring the expenditures according to budget allocations/appropriations and recommending cost saving measures as needed; • Reviewing the reliability and integrity of financial data; • Directing the compilation and presentation of financial data and reports; • Selecting, training, and directing staff in the area of fiscal programs. RIDESHARE/ALTERNATIVE TRANSPORTATION COORDINATOR Plans, promotes, and coordinates statewide ridesharing, bicycle, and pedestrian programs. Major responsibilities include: • Using ridesharing computer software and other computer programs to organize, control, and analyze statewide ridesharing and other program data; • Maintaining inventories and monitoring the status of park and ride lots and bike facilities; • Maintaining data concerning ridesharing programs and initiatives throughout the state; • Promoting ridesharing and alternative transportation activities throughout the state; • Preparing news articles and press releases to inform the public and employers about statewide ridesharing, bicycle, and pedestrian initiatives;

D-5 • Arranging for and assisting in the contracting of transportation services and alternative fueled vehicles by third party providers. TRAINING COORDINATOR Responsible for ensuring that local sub-recipients have access to training and technical assistance opportunities. Major areas of responsibility include: • Administering the RTAP program for the state; • Planning and implementing training and technical assistance opportunities for sub- recipients; VEHICLE AND EQUIPMENT SPECIALIST Responsible for ensuring that local sub-recipients follow federal and state regulations in the purchase and replacement of vehicles. Major areas of responsibility include: • Writing specifications for vehicles and equipment; • Ensuring that sub-recipients follow state and federal laws and regulations with regard to capital purchases and disposal (pre-award, post-delivery, Buy America, review of Altoona testing); • Ensuring that vendors/manufacturers comply with specifications; • Inspecting new vehicles upon delivery; and • Keeping abreast of current vehicle and equipment technology as well as state and federal laws and regulations that affect the use and purchase of vehicles and equipment. ADMINISTRATIVE SUPPORT SPECIALIST Performs skilled clerical and/or administrative work for the public transit division. Major areas of responsibility include: • Answers the telephone, evaluates requests, answers questions, routes messages, and screens visitors for supervisors and staff of the division; • Prepares correspondence and reports; • Edits correspondence and production work for format, spelling, grammar, punctuation, typographical errors, syntax, style, sentence structure, content, and clarity; • Maintains and updates office files and records in support of personnel, finance, budgeting, inventory, contracts, purchasing, travel, and information; and • Receives, sorts, opens, evaluates content, and distributes mail. COMPLIANCE MONITOR Monitors division and sub-recipient compliance with applicable state and federal laws and regulations. Major duties include: • Keeping abreast of the state and federal regulations applicable to the division and its grantees; • Reviewing applications and reports to check on compliance activities;

D-6 • Ensuring that the division and its sub-recipients are complying with applicable state and federal laws; • Maintaining records with regard to compliance. TRANSPORTATION LEGISLATION/POLICY SPECIALIST Performs detailed analysis of state and federal legislation and regulations to determine transportation funding impact and develops policy recommendations for management. Major duties include: • Serving as the state expert on federal and state transportation legislation and regulations; • Serving as a liaison between the DOT and the state’s congressional delegation; • Performing on-going analysis of the content of transit-related bills, amendments, and issues in the Federal Register, printed and broadcast news media, and transportation industry publications; • Performing economic impact analysis of federal regulatory mandates; • Composing department position papers on transportation issues; • Initiating correspondence for executive management and the Governor related to national regulatory and code impacts; • Briefing executive management on current transportation issues and associated economic impacts. SAFETY SPECIALIST Serves as the point person for federal and state rail and transit safety initiatives and regulatory oversight. Major duties include: • Conducting state transit rail safety oversight; • Developing and maintaining bus safety and security programs.