Senior Contract Administrator

at Illinois Tollway in Downers Grove, Illinois, United States

Job Description

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 and under direct supervision of the Engineering Services Manager or General Manager of Engineering , the Senior Contract Administrator will be responsible for administrative and  technical support for the Contract Services Division of the Engineering Department, preparing various statistical reports, consistently monitoring applicable contracts to ensure that Equal Employment Opportunity (EEO), BEP, DBE or Veteran-Owned Small Business (VOSB) contract goals are met, training Tollway contractors and subcontractors on compliance regulations, policies, procedures and systems, and ensuring adherence to Tollway procedures and all applicable laws, rules and regulations. 

The Senior Contract Administrator (SCA) is responsible for Engineering contract administration and overseeing compliance processes from inception through completion.  The SCA should possess analytical skills and experience in contracts to assure contract consistency, procedural and contract accuracy, schedule adherence, and timely and accurate data reporting.  The SCA must be a self-starter with excellent judgement and decision-making skills and the ability to recommend policy enhancements for the team.  The SCA’s responsibilities include but are not limited to:

• Monitoring and coordinating processing of Professional Service, Construction, and Innovative Project Delivery project contracts.
• Administering and preparing Professional Services Bulletin and Innovative Project Delivery schedules, documents, data, and processes in coordination with Tollway Engineering Project Managers.
• Creating, updating, and maintaining information in Engineering and Tollway project financial database(s) and Program Management Information System (PMIS) applications.

• Creating, updating, and maintaining project templates, forms, and contract boilerplates, establishes and manages naming convention standards for hard copy and electronic filing procedures and verifying that information is communicated timely and accurately via website postings, UFS and other Tollway shared drive uploads and vendor notifications.
• Reviewing and coordinating Professional Services project proposals for accuracy and completeness. 
• Assisting with monthly Tollway Board preparation by monitoring, tracking, and reporting of project information.
• Training Engineering Contract Services staff, user departments and Tollway contractors on processes, procedures, policies, regulations, and systems.
• Preparing or assisting with various statistical reports in communicating team/departmental achievements against goals.
• Assisting with special projects related to contract administration. 
• Gathering, preparing, and analyzing data for contract administration progress. 
• Reviewing and processing various items related to construction including contractor pay estimates, partial/final release of retainage, change orders and extra work orders. 
• Reviewing and processing various items related to professional services including invoices, contract reallocations, consultant proposals and agreements and supplemental proposals and agreements.        
• Maintaining project files electronically on Tollway networks and in hard copy format as a requirement of state record retention policies. 
• Preparing reports as required by the State and other agencies. 
• Participating in vendor meetings, trainings and agency sponsored events. 
• Other duties as assigned.