Federal Planning Activities Lead

SmartRecruiters, Inc.; New York (NY); On-site; USD 100,000 - 125,000; Full time

Job summary

SmartRecruiters, Inc. is listing a senior policy/analytics role in NYC. The Federal Planning Activities Lead will oversee the agency's federally funded planning portfolio, directing UPWP administration and coordinating with senior leadership and external agencies.

The role emphasizes management of budgets, data-driven reporting, and stakeholder engagement across metropolitan planning contexts, with a focus on improving workflows and ensuring timely grant management.

Qualifications

• Master's degree or higher required with experience in budgeting, accounting, or economic analysis.
• Experience in public sector budgeting, fiscal management, or program evaluation.
• Ability to manage complex grants, SOPs, and inter-agency coordination.

Responsibilities

• Lead development and administration of the annual Unified Planning Work Program (UPWP).
• Supervise staff performing analytical and grant activities and improve grant-related workflows.
• Manage quarterly fiscal and claims processes and coordinate with city budget codes.
• Coordinate with NYMTC and lead emissions conformity cycles.
• Translate grant, budget, and program data into presentations for leadership and external agencies.

Skills

Policy analysis

Budget administration

Urban planning

Data interpretation

Stakeholder communication

Education

Master's degree in economics, finance, accounting, business or public administration

Bachelor's degree with three years of relevant experience

Associate degree with five years of relevant experience

High school diploma with seven years of relevant experience

Combination of education/experience as outlined

Job description

• Job Category: Policy, Research & Analysis
• Salary Band: $100,000 to $125,000
• Compensation: USD 82,056 - USD 122,180

Job Description

* IN ORDER TO BE CONSIDERED FOR THIS POSITION CANDIDATE MUST BE SERVING PERMANENTLY IN THE TITLE, OR BE REACHABLE ON THE LIST.*

NYC DOT is seeking a Federal Planning Activities Lead to oversee the development and management of the agency's federally funded planning portfolio. 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) 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:

• 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.
• 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.
• 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.
• 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.
• 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.

ASSOCIATE STAFF ANALYST - 12627

Qualifications

• A master's degree from an accredited college in economics, finance, accounting, business or public administration, public health, human resources management, management science, operations research, organizational behavior, industrial psychology, statistics, personnel administration, labor relations, psychology, sociology, human resources development, political science, urban studies or a Juris Doctor degree from an accredited law school, and one year of satisfactory full-time professional experience in one or a combination of the following: working with the budget of a large public or private concern in budget administration, accounting, economic or financial administration, or fiscal or economic research; in management or methods analysis, operations research, organizational research or program evaluation; in personnel or public administration, recruitment, position classification, personnel relations, labor relations, employee benefits, staff development, employment program planning/administration, labor market research, economic planning, social services program planning/evaluation, or fiscal management, or in a related area; or
• A baccalaureate degree from an accredited college and three years of satisfactory full-time professional experience in the areas described in "1" above.
• An associate degree or completion of 60 semester credits from an accredited college and five years of satisfactory full-time professional experience as described in “1” above.
• A four-year high school diploma or its educational equivalent approved by a State’s department of education or a recognized accrediting organization and seven years of satisfactory full-time professional experience as described in "1" above.
• A combination of education and/or experience equivalent to "1", "2", "3", or "4" above. College education may be substituted for professional experience at the rate of 30 semester credits from an accredited college for one year of experience. However, all candidates must have a high school diploma and at least one year of experience as described in "1" above.

Additional Information

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.