DescriptionPrinciple 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. 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.
RequirementsSkills and Experience (Required): A high school diploma or equivalent is required. Some college is strongly desired. A minimum of two (2) years of progressively responsible administrative work experience in a large organizational setting and working knowledge of procurement and compliance is required. Excellent verbal and written communication skills are required. Good interpersonal skills and the ability to positively and cooperatively interact with offerors/bidders, vendors, co-workers, and various levels of management are required. Excellent organizational skills and attention to detail is required, as well as the ability to perform multiple functions and tasks simultaneously. All tasks must be completed in a manner consistent with and in compliance with procedures and requirements under rule and law. Strong time-management skills are essential, along with the ability to prioritize and take initiative. The Contract Specialist must have comprehensive skills in Microsoft Office applications (Word, Excel, Outlook, and Access). Data entry skills are required. Experience with office equipment, i.e., copying machines, scanners, etc. is required. Ability to accompany staff on site visits. Preferred requirements, in order of importance: A Bachelor's degree in Business Administration or a related field Two years of public procurement, contract compliance or contract administration experience Past experience working in ERP procurement and contract compliance systems, reviewing financial disclosures and ownership structure documents is desired. Working knowledge of the State of Illinois Procurement Code and various types of legal organizational structures is desired. Working knowledge and/or experience with compliance for diversity programs; including MBE, WBE, DBE, BEP and VOSB programs The Illinois Tollway is committed to creating a diverse environment and is proud to be an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, marital status, national origin or ancestry, disability, unfavorable discharge from military services, age, order of protection status, military status, sex or sexual orientation.
Name: Analissa Jacobsen
Closing Date: July 18, 2022