PMO Business Analyst II

POSITION GOAL:

This position is responsible for the review and processing of vendor invoices, prepare and review loan disbursements, identify and request project funding, coordinate with Orion / PMIS support teams as needed to assist with vendor requests. This role requires strong written and verbal communication skills, combined with strong organizational and analytical abilities to manage multiple concurrent projects, support cost tracking and funding coordination, and ensure accuracy and compliance in funding and invoice processes.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Set up project folders upon receipt of Task Order Releases (TORs) or Notices to Proceed (NTPs), including file structures, invoice calculation sheets, and funding tracking tools.
• Review and validate vendor invoice documentation, including labor hours, billing rates, and supporting documentation for Other Direct Costs (ODCs), to ensure accuracy and compliance with contract requirements
• Identify invoice discrepancies and coordinate with contractors, vendors, and project managers to resolve issues in a timely manner.
• Direct and manage team efforts in developing program funding, invoicing, and documentation.
• Mentor less experienced staff on invoicing procedures, funding assignment procedures, and general documentations
• Maintain invoice tracking logs and calculation sheets, including invoiced-to-date amounts, funding utilization, and total project costs.
• Track project costs against planned budgets and support monthly cost and funding reviews with Task Leads, Funding Analyst, and Schedule Managers.
• Monitor and manage invoice workflows within Orion / PMIS to ensure proper routing, approvals, and timely processing.
• Coordinate with Task Leads and Funding Analysts to confirm available funding and contract limits; identify funding needs, prepare Funding Request Forms, and maintain supporting logs and documentation.
• Reconcile assigned funding with projected funding requirements and escalate discrepancies for resolution.
• Track Estimate at Completion (EAC) updates and Contract Modifications (CMs) and communicate impacts to project stakeholders.
• Prepare and review IEPA loan disbursement packages which include preparing funding analysis, review proposed disbursements are eligible for IEPA funding, prepare quarterly apprenticeship reports, and QC disbursements as asked.
• Review Contract Modifications and flag ineligible costs and any missing or inaccurate information
• Prepare WIFIA quarterly requisitions and reports through downloading payment vouchers and invoices, preparing Exhibit E Ineligible costs, preparing construction progress reports and supporting documentation, and finalizing submission by combining and reviewing documentation for submission.
• Prepare quarterly apprenticeship reports for IEPA Support Subtask Lead on developing, completing, QCing, and printing IEPA deliverables such as Project Plans, Funding Nomination Forms, Pre-Bid Applications, Bid Packages, and Loan Applications.
• Participate in project planning and coordination activities, including upcoming project reviews, pipeline tracking, and regular project meetings.
• Support project closeout activities, including tracking final invoices,
• Provide weekly updates on Program Controls activities and support reporting requirements.
• Provide cross-coverage for other Budget Analysts and support ad hoc requests, including SOP development, budget discussions, and issue escalation to Task Leads or Subtask Leads.

COMPETENCIES:

• Excellent communication skills for communicating with senior-level staff such as the Commissioner and Deputy Commissioner.

• Extremely organized with great attention to detail to assist the CIP Cost Manager in reviewing invoices for accuracy and compliance with standard operating procedures.
• Ability to perform cost research on individual contracts.
• Accurately verify funding amounts, time sheets and hours.
• Ability to accurately maintain a log of IEPA loans and their cost status.