Sarah Engelman

PROFESSIONAL EXPERIENCE

Grants Administrator

• Administered employee access and permissions for the GATA Implementation System to ensure compliance with State of Illinois grant management policies.
• Provided training and technical assistance to IDOT staff and external grantees regarding GATA requirements, grant procedures, and compliance standards.
• Conducted review and approval of GATA and IDOT risk assessments to support funding determinations and monitoring activities.
• Maintained and updated grant forms, templates, and standardized documentation to improve operational consistency and compliance.
• Managed and maintained the IDOT GATA SharePoint site, ensuring accurate and timely access to grant-related resources and documentation.
• Coordinated and administered GATA deviation and exception processes, ensuring appropriate documentation and approvals.
• Reviewed and posted Notices of Funding Opportunity (NOFOs) in compliance with applicable grant regulations and timelines.
• Reviewed and approved Notices of State Award (NOSAs) for accuracy, completeness, and compliance with GATA requirements.
• Drafted, reviewed, and processed grant agreements, intergovernmental agreements (IGAs), amendments, renewals, and memorandums of understanding (MOUs).
• Managed DocuSign workflows and electronic signature processes for grant execution and approval routing.
• Maintained the Grants Central Repository to ensure proper document retention and accessibility.
• Administered grantee compliance enforcement procedures, including stop-pay actions and corrective compliance measures.
• Served as a subject matter expert for indirect cost rate processes, approvals, and grantee guidance.
• Represented IDOT on GATU workgroups and subcommittees to support statewide grant administration initiatives and policy development.
• Collaborated with internal departments, state agencies, and grantees to improve grant administration efficiency and compliance outcomes.
• Collaborated with cross-functional teams to ensure compliance with federal and state regulations.
• Identified trends and assessed opportunities to improve processes and execution.
• Organized and implemented grant administration policies, procedures, and internal processes in alignment with Illinois Department of Transportation and State of Illinois GATA requirements, ensuring compliant award and management of state grants.
• Maintained up-to-date tracking of grant agreements, program budgets, and funding allocations in collaboration with fiscal teams, program staff, and leadership.
• Reviewed and approved Notices of Funding Opportunity (NOFOs) and Notices of State Award (NOSAs), ensuring accuracy, completeness, and compliance with state and federal grant guidelines.
• Drafted, processed, and monitored grant agreements, intergovernmental agreements (IGAs), amendments, renewals, and MOUs to support effective grant lifecycle management.
• Supported fiscal operations by coordinating agreement documentation, tracking payments, and ensuring alignment with accounting processes and systems (including ERP-related workflows).
• Administered grantee compliance processes, including monitoring activities, risk assessments, corrective actions, and enforcement measures such as stop-pay actions.
• Maintained centralized grant documentation systems, including SharePoint and Grants Central Repository, ensuring accurate recordkeeping and accessibility.
• Provided training and technical assistance to staff and external grantees on grant requirements, procedures, and compliance standards.
• Served as a subject matter expert on indirect cost rate processes and grant compliance requirements, offering guidance to stakeholders.
• Collaborated with internal departments, state agencies, and external partners to improve grant administration efficiency and policy implementation.
• Participated in statewide grant workgroups and subcommittees to support policy development and continuous improvement initiative

• Managed employee access requests and maintained administrative records within internal agency systems.
• Provided administrative support and technical assistance to staff and external partners regarding policies, procedures, and system access.
• Reviewed documentation for accuracy, completeness, and compliance with agency procedures.
• Maintained and updated office forms, templates, and standardized documents to support daily operations.
• Managed and maintained departmental SharePoint sites and electronic document repositories.
• Updated databases and tracking systems to ensure accurate recordkeeping and reporting.
• Coordinated document review, approvals, and routing processes for internal and external stakeholders.
• Prepared, reviewed, and processed agreements, amendments, renewals, and official correspondence.
• Managed DocuSign workflows and electronic signature processing for agency documents.
• Organized and maintained centralized electronic filing systems and records repositories.
• Assisted with compliance tracking and follow-up activities to support departmental operations.
• Served as a resource for staff regarding administrative procedures and documentation requirements.
• Configured employee access and maintained information within electronic management systems.
• Participated in interdepartmental meetings, workgroups, and committees to support administrative initiatives and process improvements.
• Collaborated with multiple departments to ensure efficient office operations and timely completion of assignments.
• Aid and actively listen to Director of Planning and Programming and The Office of Business and Workforce Diversity to provide constructive feedback to assist with multitude of scenarios not limited to personnel issues, advice on projects, travel, hiring.
• Prepare and review written correspondence for Director and Secretary of Transportation for signature by utilizing Microsoft Word, Excel, PowerPoint, SharePoint, Microsoft Teams, data tracking software (HST, CTR) and Web
• Project manager.
• Communicate orally and electronically.
• Coordinate and schedule meetings within and outside of the organization, through Microsoft Outlook, Webex, Zoom.
• Liaison/Point of contact for IDOT employees, agency officials, and public.
• Prepare Excel Spreadsheets and reports.
• Create and edit Power-Point presentations.
• Draft agendas and prepare follow-up notes for meetings.
• Travel Coordinator/scheduler.
• Monitor and review, reconcile and file time keeping and personnel documents.
• Reviewed, reconciled, filed and processed timekeeping documents for a bureau of 50+
• File, archive documents.
• Process and prepare confidential/sensitive information for review and signature.
• Review letters and documents submitted for Director(s) signature and or approval
• Review payroll and overtime, leave/vacation time requests, shift change requests documents to submit to human resources prior to Director signature
• Conduct onboarding of new employees in Secretary of Transportation's office
• Train Executive Secretaries and Office Coordinators
• Lead contact and planner for Annual Office Retreat
• Order supplies for everyday use as well as special occasion conference items
• Reviewed Grants, Letters, Intergovernmental Agreements
• Log and route agreements, letters,Grants , intergovernmental memos throughout IDOT for signature and approval.
• Prepare travel reimbursement.
• Train and share important information with 4 Executive Secretaries, when new protocol occurs or when important information needs to be shared within their bureau.
• Lead Contact for GPSI (Graduate Public Service Internship) and Michael Curry Interns
• Responsible for selecting, contacting and interviewing our seasonal interns, which include 2 summer sessions and a fall session
• Supervisor for Michael Curry Intern Represent department at Job Fairs and public events and public events to promote diversity and inclusion and recruiter for HCCTP program.
• Interviewed 6 candidates for Chief of Staff intern, July 2019.
• Conducted research and analyzed data to provide detailed reports on various business topics
• Handled confidential and sensitive information with discretion and tact
• Screened calls and emails and responded accordingly to support executive correspondence
• Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time
• Updated spreadsheets and created presentations to support executives and boost team productivity
• Coordinated events and worked on ad hoc projects
• Streamlined operations and prioritized tasks, allowing senior staff to increase productivity
• Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president
• Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations
• Upheld strict timetables by maintaining accurate, balanced calendars
• Filed paperwork and organized computer-based information

• Handled inbound and outbound customer calls regarding insurance policies, billing questions, claims assistance, and account updates.
• Provide accurate information about insurance products and services while maintaining compliance with company policies.
• Resolve customer concerns efficiently and professionally to ensure high customer satisfaction.
• Document customer interactions and update account records using CRM systems.
• Assist clients with policy changes, payment processing, and appointment scheduling.
• Meet or exceed daily performance metrics, including call handling time and customer satisfaction goals.
• Collaborate with agents and team members to improve customer experience and streamline operations.
• Responded to customer inquiries via phone, email, and chat in a fast-paced environment.
• Processed customer requests, payments, and account updates accurately.
• Maintained detailed records of customer interactions and resolutions.
• Assisted in training new employees on customer service procedures and company policies.
• Administered customer service in required call center environment Met or exceeded 110 call quota each day.
• Processed Payments for auto and home insurance
• Dispersed and processed annuity withdrawals
• Served and assisted with auto home and annuity insurance questions via phone and email/chat
• Updated personal information and insurance preferences
• Gathered information to provide superior service
• Researched questionable scenarios
• Navigated through multiple computer software programs: Mainframe, Point of Entry, Internet Explorer, Word, and Excel
• Provided auto and home quotes
• Emailed and or mailed insurance information when requested
• Prepared written correspondence when requested
• Logged questions and follow-up work on excel spread sheet
• Coordinated Follow up calls between agent and insured
• Administered new vehicles to insurance policies and suggested coverage based on the insured's needs and wants
• Conducted full household reviews on auto and home policies to ensure adequate coverage was provided, and suggested additional options such as life and annuity insurance
• Retained Confidential information such as social security numbers, bank account information, and other important identity information
• Securely disposed of when no longer needed
• Monitored files when additional information was required for processing
• Attended staff meetings, advised/suggested best coverage options.
• Verified client information by analyzing existing evidence on file
• Calculated and issued policyholders' premiums, refunds and adjustments
• Observed strict procedures to protect sensitive patient information, medical records, and payment data
• Executed calls, sent emails, and employed other channels to communicate with existing and prospective clients
• Collaborated with policyholders, team members, and insurance agents to modify, update, and process policies
• Gathered insurance documents to answer questions and exchange information with co-workers and management
• Posted payments to accounts and maintained records
• Conducted data entry and recordkeeping to maintain client information
• Inputted and communicated notice of cancellations, non-renewals, and reinstatements to maintain accurate policy records
• Modified, updated ,and processed existing policies