Senior Manager of Procurement

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 vision, the Senior Manager of Procurement reports directly to the Chief of Procurement.  This position serves as a key staff and resource person to the Chief of Procurement, who coordinates with Executive Tollway staff and the Board of Directors ensure prompt and effective responses to issues raised and matters of concern.  

The Senior Manager of Procurement will develop, manage, and deliver procurement processes, solutions, or projects with a focus on implementing technology for efficiency and risk management. Your responsibilities will include continuous process improvement, innovation, and leveraging best practices. You will oversee professional employees to develop, implement and train internal staff on new initiatives.

In addition, the Senior Manager of Procurement is responsible for the successful direction and management of the Procurement support personnel, as well as coordination with the Procurement department staffing and budget. This position provides for overall electronic procurement documentation and process management, from need identification through contract award, including contract amendments. This position also coordinates the assimilation of Board information, and audit responses, ensuring training and conformity in department procedures and that these procedures are compliant with Illinois Procurement laws and guidelines.

The Senior Manager of Procurement reports directly to the Chief of Procurement as does the Chief of Contract Service and the Executive Secretary. Reporting directly to the Senior Manager of Procurement are the Procurement Services Manager, Procurement Legal Liaison, Procurement Outreach Specialist, and an Administrative Assistant.

The Senior Manager of Procurement responsibilities include but are not limited to:

• Review current processes and identify opportunities to improve operational efficiency, delivery, and performance.
• Drive operational improvement programs to reduce costs and increase quality and service levels.
• Monitor contract expirations and facilitate appropriate action to address issues, which may include development and distribution of reports to the Procurement department staff and other Tollway departments, as directed.
• Collaborate with Procurement Deputy Chiefs, Purchasing Services Manager(s), Contract Services Manager, and the Compliance Department to develop, train and implement efficiencies in the procurement process.
• Provide fiscal monitoring of Procurement Department’s annual budget and facilitate appropriate action to address issues.
• Utilize departmental objectives, historical trend projections, and performance metrics to prepare the department’s budget and develop Key Performance Indicators (KPIs) aligned with established goals.
• Lead workshops that look for ways to improve organizations and processes.
• Develop, maintain, and publicly posted procurement bid schedule or buying plan for construction contracts, professional services bulletin, and goods & services contracts.
• Complete special projects and other duties as assigned by the department’s senior leadership.

Vendor/Contract Administration:

• Generates reports through the Tollway’s Enterprise Resource Program (ERP) and procurement management systems on a regular basis for the Chief of Procurement providing clarity on the status of procurements.
• Coordinate with the Information Technology Department to implement any changes in the ERP system that impact procurement processes.

Document Control:

• Develops reliable processes to electronically record and retrieve documents utilized in the course of business as they relate to all Tollway contracts.
• Formulates reports to track and monitor documents and contracts as they progress through their specific business process.
• Maintains the process to manage electronic project files.
• Provides reports for review and distribution to the Chief of Procurement.
• Provides clear communication to Procurement staff regarding changes to Tollway document control requirements and provides timely posting of documents on the Tollway's Procurement Contract Management System.
• Develops means and methods for the control and integration of all forms used in procurement contract administration.
• Coordinates responses to internal and external audits and FOIA requests.

Contract Management Group:

• Reviews and provides weekly reporting relative to system performance and content for ongoing project management applications.
• Meets with support staff to discuss outstanding project issues, schedules, and status on enhancements.
• Responds to system user needs and questions.
• Oversees the implementation team that manages new software or processes, ensuring that the business processes implemented are compliant with procurement procedures or establishes new procedures in coordination with department management.
• Improve current procurement procedures through a contract management software solution.
• Use analytical tools and digital tech to find new ways to understand how to make the Tollway more effective and efficient.