The posting
Job Description
The Research Contract & Invoice Analyst is responsible for specialized contract and invoice management functions for the Strategic Planning, Research & Innovation Division within TDOT. Using independent judgment within delegated authority, the position sets objectives for its own work and ensures accurate, timely, and compliant management of contracts and invoices. The analyst performs statistical analysis, compiles and analyzes compliance data and advises the office on financial matters. The position interprets situations and proactively recognizes and solves problems, modifying procedures as necessary to maintain alignment with TDOT Finance standards, FHWA requirements, and internal procedures.
The position’s duty station is located at TDOT’s headquarters in the William R. Snodgrass Tennessee Tower in downtown Nashville, TN.
Responsibilities
- Review all incoming invoices for financial accuracy, eligibility, and funding availability within ten (10) business days of receipt.
- Forward reviewed invoices to lead staff and the Research Supervisor for approval, ensuring all required documentation is complete.
- Process approved invoices by entering them into Edison within five (5) business days.
- Use established invoice checklist to verify accounting accuracy and compliance with TDOT finance standards.
- Monitor, update, and audit the contract and invoice tracking sheet on an ongoing basis to ensure accuracy and workflow transparency.
- Prepare new contracts and contract amendments within ten (10) business days of receiving the request.
- Ensure all contract amendment processes comply with applicable FHWA regulations and TDOT standards.
- Monitor, update, and audit the contract tracking spreadsheet on an ongoing basis to reflect accurate, real-time contract and amendment status. Maintain organized and complete contract documentation to support workflow accuracy and compliance.
- Enter all contracts and amendments into Edison accurately and promptly following approval.
- Communicate frequently with internal and external stakeholders to provide updates on contract and amendment status, pending actions, or required information.
- Respond to all incoming communication from consultants, grantees, internal staff, and external partners within one (1) business day.
- Conduct quarterly reviews focused specifically on late invoices, working collaboratively with grantees and the Research Office to identify root causes and corrective actions as needed.
- Identify invoices that may become late and proactively escalate concerns to the supervisor.
- Collaborate closely with internal TDOT staff and external partners (Research Office, grantees, other divisions) to resolve issues, answer questions, and support overall program compliance and effectiveness.
- Attend weekly Research Meetings to remain informed on program updates, workflow changes, and priority actions.
- Complete a minimum of twelve (12) hours of professional training each year to maintain proficiency in TDOT systems, processes, and evolving program requirements.
- Prepare and deliver at least one internal training or informational session each year to support staff development, workflow improvements, or procedural updates.
Qualifications
Required Qualifications
- High school diploma with 5 years of experience in contract management, invoice processing, program administration, grant management, finance, and/or similar administrative/financial functions.
- Strong verbal and written communication skills
- Microsoft Office Excel skills or ability to learn database software to track/forecast financials
- Strong attention to detail for documentation accuracy, deadlines, and auditing invoices
- Ability to collaborate with internal and external partners while maintaining a high level of customer service
- Knowledge of compliance requirements for grants processes and financial documentation, auditing practices, and contract administration procedures.
- Ability to apply structured procedures and checklists consistently to maintain high-quality standards
- Ability to manage and adjust to competing priorities
Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment-based visa status.
Preferred Qualifications
- Associate’s degree in business, accounting, finance, public administration, management or a related field with 3 years of experience in contract management, invoice processing program administration, grant management, finance, and/or similar administrative/financial functions.
- Or a bachelor’s degree in public administration, business administration, accounting, finance, project management, or a related field with 1 year of experience in contract management, invoice processing, program administration, grant management, finance, and/or similar administrative/financial functions.
- Experience with reviewing invoices or financial documents for accuracy, compliance, and grant funding eligibility.
- Preparing or processing contracts, amendments, or official administrative documents. Maintaining tracking systems, spreadsheets, or audit logs.
- Managing multiple deadlines in a structured workflow.
Work Location
- Location: Nashville, TN
- Hybrid
Compensation and Benefits
- UT market range: MR07
- Find more information on the UT Market Range structure here
- Find more information on UT Benefits here
Application Instructions
To express interest, please submit an application with the noted below attachments.
- Resume
About The Department
The Center for Transportation Research (CTR) is part of the Tickle College of Engineering at The University of Tennessee, Knoxville. CTR researchers and staff members work with the Tennessee Department of Transportation, the Tennessee Highway Safety Office, and many other partners to improve transportation and promote the safe and efficient transport of goods and people.
About Us
The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employees—the Volunteers—who uphold the university’s tradition of lighting the way for others through leadership and service.
UT Knoxville offers over 900 programs of study across 14 degree-granting colleges and schools. As Tennessee’s flagship land-grant university, its footprint spans the entire state. The university holds the highest Carnegie classification for research activity and has deep partnerships with industry leaders and the US Department of Energy’s largest multidisciplinary laboratory, Oak Ridge National Laboratory.
The Knoxville campus serves and recruits for UT Knoxville, including the Institute of Agriculture and the Space Institute, as well as the UT Institute of Public Service.
UT Knoxville considers its employees its number one asset. With values that focus on work-life balance, compensation, and innovation leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices to attract and retain top-tier talent, fostering a strong staff community and supporting a culture of involvement and engagement for everyone.
The university holds a strong commitment to its land-grant mission of learning and engagement, with a tradition of service and leadership that carries that Volunteer spirit throughout the state and around the world. It has been ranked nationally as “Best Employer for New Graduates,” “One of America’s Best Large Employers,” and “Best Workplace for Women,” and has been designated as “Best Place for Working Parents” by Forbes Magazine.
Apply today and join the Tennessee Volunteer community!
