Federal Planning Activities Lead

City of New York; New York (NY); On-site; USD 82,000 - 122,000; Full time

Job summary

The City of New York is seeking an Associate Staff Analyst to lead the Federal Planning Activities portfolio within NYC DOT, directing UPWP management and grant administration. You will supervise staff, coordinate with DOT leadership and regional partners, and ensure efficient use of federal planning resources to advance city priorities.

You will develop expertise in metropolitan planning, manage workflows, and prepare high-impact presentations for senior leadership and external agencies,

Qualifications

• Advanced data analysis, reporting, and automation for large datasets.
• Experience with NYC FMS or similar public-sector platforms.
• Knowledge of municipal budgeting and fund accounting.
• Experience supervising staff and improving processes.

Responsibilities

• Lead development and administration of the UPWP, coordinating with senior leadership.
• Supervise staff and improve grant-related workflows with SOPs.
• Manage quarterly fiscal and claims processes and budgeting modifications.
• Interface with NYMTC and coordinate emissions conformity cycles.
• Provide guidance and translate data into executive briefing materials.

Skills

Advanced data analysis

Workflow automation

Interagency coordination

Communication skills

Supervision

Budgeting

Public sector budgeting

Education

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

Bachelor's degree + 3 years experience

Associate degree + 5 years experience

High school diploma + 7 years experience

Flexible combination of education/experience

Tools

NYC Financial Management System (FMS)

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

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.

Responsibilities

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

Minimum 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.

Preferred Skills

• Advanced Data Analysis & Workflow Automation: Advanced proficiency in Microsoft Excel and experience using data analysis, reporting, and automation tools to manage large datasets, audit financial information, and streamline repetitive administrative processes. 2. Financial Management & Budget Operations: Hands‑on experience with NYC Financial Management System (FMS) or similar public‑sector financial platforms, including tracking expenditures, navigating budget structures, developing budget modifications, and supporting reconciliation processes. 3. Municipal Budgeting & Public Fund Accounting: Working knowledge of public‑sector budgeting and fund accounting, including the administration of expenditures across multiple funding sources and the fiscal requirements associated with federally funded programs. 4. Supervision & Process Management: Experience directly supervising staff, structuring analytical and administrative workflows, reviewing work for accuracy, and developing standard operating procedures (SOPs) and other process improvements. 5. Federal Grant Management & Compliance: Experience managing the administrative and compliance requirements of federally funded programs, including expenditure tracking, time‑accounting, grant‑funded staffing, reporting, and reconciliation. 6. Interagency & Stakeholder Coordination: Demonstrated ability to coordinate complex programs and compliance requirements with external agencies, regional planning organizations, and other institutional partners. 7. Communication & Stakeholder Management: Strong written, verbal, and interpersonal communication skills, with the ability to build productive working relationships, coordinate across organizational boundaries, communicate complex technical and regulatory requirements clearly, and tailor presentations and briefing materials to different audiences, including senior leadership and external partners.

55a Program

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/.

Residency Requirement

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.

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.

, $82,056.00 – $122,180.00