Program Support Specialist

The Northern New England Passenger Rail Authority (NNEPRA) is seeking a detail-oriented and proactive Program Support Specialist to support the agency’s financial oversight, compliance, and reporting responsibilities. This position plays a vital role in ensuring adherence to federal, state, and local regulations related to passenger rail programs and funding. The Specialist will coordinate internal processes, assist with budget management, and help maintain policy documentation to ensure transparency, accuracy, and accountability across NNEPRA operations. This is a full-time position, located in our Portland, Maine office with the option of hybrid/ remote.

ESSENTIAL DUTIES:

• Support the development, review, and revision of organizational policies and procedures; lead process improvement initiatives and ensure current documentation is readily accessible to staff.
• Assist in the preparation and timely submission of all grant-related reports, including:
• Monthly Safety Reports
• Quarterly and Annual Milestone and Financial Reports
• Year-End Summaries
• National Transit Database (NTD) Annual Reports
• Disadvantaged Business Enterprise (DBE) Semi-Annual Reports
• Other
• Ensure compliance with civil rights and regulatory programs including Title VI, DBE, Equal Employment Opportunity (EEO), and related FTA requirements.
• Track and report project progress, including key milestones, risks, and financial status, to internal leadership and funding agencies.
• Coordinate with procurement and staff to ensure timely reconciliation and compliance with funding requirements.
• Assist in the preparation and management of project and capital budgets; track expenditures and contracts, investigate variances, and support financial accountability.
• Perform regular and ad hoc analysis and data management services for a variety of operational functions and capital projects. 
• Review, interpret and analyze internal and external data sources using different tools, statistical techniques and data management systems to provide accurate and reliable reports.
• Support the implementation and maintenance of technology solutions to enhance program operations, including data management systems, reporting tools, and collaborative platforms; coordinate with vendors and internal teams to ensure systems meet operational and regulatory needs.
• Collaborate with internal departments, contractors, engineering consultants, and public agency partners to support project planning and execution.
• Maintain awareness of and ensure compliance with all applicable federal, state, and local laws, regulations, and reporting standards related to public transportation programs.

 SKILLS AND ABILITIES:

• Knowledge of federal, state and local grant requirements.
• Proven experience managing contractors and complex projects.
• Ability to improve processes and organize financial data.
• High ethical standards, excellent quantitative and qualitative analytical skills, detail orientation, and advanced proficiency in Microsoft program suite.
• Strong oral and writing skills with proven ability to effectively interface with individuals at various levels within and outside the organization.  Ability to work cooperatively and communicate effectively.  

EDUCATION & EXPERIENCE QUALIFICATIONS:

• Bachelor’s Degree in Public Administration, Business, Finance, Urban Planning, Data Analytics or a related field.
• Five years of professional experience in program administration, data analysis, grant reporting, budgeting, or a related field- preferably within a transportation, government, or nonprofit organization. 
• Strong understanding of federal funding programs, particularly FTA and FRA regulations and reporting requirements.
• Excellent organizational, analytical, and communication skills.
• Proficiency in Microsoft Office Suite; experience with budgeting tools, project tracking systems, or grant management software a plus.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities and deadlines in a dynamic environment.
• Excellent written and verbal communication skills, with the ability to present complex data clearly to both technical and non-technical audiences.
• Demonstrated ability to work independently and collaboratively with cross-functional teams and external partners.

This is a full- time position. State of Maine employee benefit package supports our team’s health and well-being and includes health insurance, retirement plan, paid holidays and earned time off.