at Illinois Tollway in Downers Grove, Illinois, United States
Job Description
Position Overview
The Illinois Tollway is dedicated to providing and promoting a safe and efficient system of highways while ensuring the highest possible level of service to our customers. Whether it's I-PASS, the Move Illinois Program, open road tolling or keeping you safe with our H.E.L.P. trucks, we are committed to delivering great benefits and services to customers.
The Tollway is a user-fee system – no state or federal tax dollars are used to support maintenance and operations. Operations are funded by toll and concession revenues.
Under the leadership of the Board of Directors and Executive Staff, the Tollway is committed to achieving the following goals: increase collaboration with regional transportation and planning agencies, promote the regional economy, maintain financial integrity, foster environmental responsibility and sustainability, maintain the safety and efficiency of the Tollway system, further transparency and accountability, enhance customer service, and maintain public trust.
In support of this mission, the Contract Specialist position provides confidential and efficient administrative support to the Procurement Department and assists with all phases of the Purchasing Services, Contract Services and Contract Compliance contracting processes, from pre-award through contract completion and contract administration. The Contract Specialist is involved with the Tollway's compliance and document control functions. The Contract Specialist supports the Purchasing Services, Contract Services and Contract Compliance team to which s/he is assigned, and reviews the work of the Document Control and Compliance Team prior to submission of compliance documentation to external entities. This position plays a key role in ensuring that the Procurement Department complies with State laws, the Illinois Procurement Code and all applicable procurement regulations and requirements. Additionally, this position is tasked with upholding the Tollway's ethics standards and performing assigned tasks and responsibilities accurately and timely.
Essential Job Functions
Principle accountabilities include:
- Assist staff with various compliance aspects of the procurement and contracting process.
- Ensure tasks are completed on time and in compliance with Tollway policies, processes, procedures, and regulatory requirements.
- Use interpersonal skills to establish and maintain effective working relationships with team members, offerors/bidders, vendors, contractors, consultants, State personnel as well as various Tollway personnel.
- Identify and coordinate resolution of work product discrepancies.
- Maintain integrity of confidential internal and external information.
- Follow up on both routine and assigned duties to ensure the efficiency of the Procurement Department's Purchasing Services, Contract Services and Contract Compliance teams.
- Complete other similar or related duties or tasks as required or assigned.
This position requires a cooperative and flexible individual capable of developing and maintaining positive relationships with personnel at all levels, as well as individuals outside of the Tollway.
The Contract Specialist will perform the respective document control and compliance responsibilities shown below and will ensure these responsibilities are executed according to process and policy. Responsibilities may be adjusted based on changes to policies, processes, and State laws, rules, and regulations.
The Contract Specialist will have Document Control and Compliance Responsibilities, including but not limited to:
- Coordinate with Procurement department and user department staff and management.
- Maintain project documents
- Verify proper file naming convention is utilized
- Review documents for accuracy and completion
- Scan external documents
- Upload files to proper project folders; routinely verifying accuracy of information
- Assist in preparing submissions to external government entities
- Review disclosures and certifications.
- Obtain missing certifications/disclosures by communicating with offerors/bidders and vendors as necessary.
- Log incoming pay estimate requests
- Compile data for reporting purposes
- Process potential conflicts of interest.
- Prepare documents for review and approval for submission to external entities.
- Assist and perform continuing disclosure requirements as needed.
- Enter data into Tollway systems and utilize other programs and tools as necessary.
- Train on software and systems
- Schedule appointments and reserve rooms
- Troubleshoot system and contract issues.
- Prepare responses to FOIA requests
- Assist with coordination of compliance site visits and accompany staff as necessary
- Enter data in various department systems
Other responsibilities include acting as a support to the Procurement Department's Executive Secretary positions. These duties may include, but are not limited to:
- Prepare submittal documents to the Tollway's Board of Directors.
- Maintain electronic timekeeping for the Procurement Department.
- Manage Microsoft Outlook calendar(s).
- Set up meetings and reserve conference rooms.
- Receive and screen telephone calls and take accurate and complete messages.
- Respond to routine telephone calls and emails.
- File, scan, copy, and fax documents as requested.
- Upload documents to SharePoint.
- Create and format materials and documents as requested.
- Perform follow-up tasks related to the Department's performance and functional role as requested.
- Engage with Business Enterprise Program (BEP), Disabled Business Enterprise (DBE) and Veteran Business Enterprise (VBE) contractors and subcontractors and provide support for the goals of the programs required of the position, if applicable.
