PMO Business Analyst l

POSITION GOAL

The Business Analyst supports the financial management of capital projects by overseeing invoice processing, funding coordination, loan disbursements, and cost tracking. The role ensures project expenditures are accurate, compliant with contract and funding requirements, and aligned with available budgets while coordinating with project teams, contractors, and funding agencies.

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.
•    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.
 

POSITION REQUIREMENTS:

Education:  Bachelor’s degree in Finance, Business, or related field required. 

Licensure: N/A

Job Classification: Exempt (Salaried) 

Report to: Project Controls Manager or Department Head

Experience: 5-10 years of related experience required.

Communication Skills: Excellent verbal and written communication skills, ability to work within a team enviroment. 

Technical Skills: Proficient in Microsoft Office Suite, PMIS systems or related software programs

Supervisory Responsibilities: N/A

Physical Demands: Must be able to sit, walk, stand, reach with hands and arms, stoop or kneel, climb, or balance, talk, or hear, and use fingers and hands to feel objects tools or control. Must be able to lift and/or move up to 25 pounds on occasion. 

Working Environment: A general office environment requires long periods of sitting at a computer. The environmental conditions generally include ambient inside temperature, lighting, and noise level. Due to the collaborative nature of this position and accessibility for in-house meetings, it is important that the work may need to be performed in the office and during normal business hours.

Continuing Education: Complete state-required competency. Attend job-related seminars and workshops. 

Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.