Contract Analyst

Illinois Tollway; Downers Grove (IL); On-site; USD 50,000 - 70,000; Full time

Job summary

A state tollway authority is seeking a Contracts Analyst to assist with administration and compliance throughout the procurement process. Responsibilities include supporting small purchase requests, maintaining procurement files, and performing data analysis. Ideal candidates will have strong organizational and communication skills, a high school diploma, and at least three years of purchasing experience. This role is integral in ensuring adherence to procurement regulations and involves collaboration with various stakeholders.

Qualifications

• Minimum of 3-years of purchasing experience.
• Skilled in handling confidential information.
• Experience in finance/accounting and procurement processes.

Responsibilities

• Assist in developing and reviewing scopes of work.
• Create and maintain procurement files.
• Develop procurement reports on status of procurement.

Skills

Organizational skills

Written communication

Oral communication

Time management

Conflict resolution

Customer service

Education

High school diploma

Tools

SAP

Office suite software

Project management software

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, the Contracts Analyst (CA) assists with all administrative and processing requirements throughout all phases of the procurement process, related to construction contracting, goods & services contracting, professional services contracting, and contract compliance reviews. The CA is an integral part of the Engineering Contract Services and the Purchasing Services teams to which s/he is assigned. These teams include: Construction and Professional Services Contract Analysis and Administration, Purchasing Services Contract Analysis and Administration, and Document Control & Technology-based Contract Management.

Plays a key role in ensuring analysis and compliance with Tollway procedures, state laws, Illinois Procurement Code posting requirements, and other procurement regulations and requirements. Coordination with various stakeholders may include but is not limited to: staff from all Tollway departments including the State Purchasing Officer and vendors. Additionally, the CA is tasked with upholding the Tollway's ethics and confidentiality standards, and accurate and timely performance of assigned tasks and responsibilities.

Essential Job Functions

Position Responsibilities

The Contract Analyst position requires cooperation, flexibility and the ability to develop and maintain positive relationships with personnel of all levels, as well as contacts outside the Tollway. The Contracts Analyst will perform the representative responsibilities shown below, and ensure these responsibilities are executed according to the correct process and follow the procurement policy. Responsibilities may be adjusted based on changes to policies, processes, and State laws, rules, and regulations.

Small Purchase Request for Quotes (25%)

• Assist user departments in developing and reviewing scopes of work, specifications, and determining if a small purchase is the appropriate sourcing method.
• Review, coordination and monitor request for quotes.
• Complete small purchase procurements and purchase orders.

Position Description

• Purchasing Services Analysis and Administration (25%)
• Assists team members in resolving issues with Financial Disclosures and Conflict of Interest forms with vendors.
• Perform data analysis and prepare reports requested by management.

Document Control and Technology Based Contract Management (40%)

• Create and maintain procurement files for Purchasing Services and/or Engineering Contract Services contracts within a contract management system.
• Administration of various contract processes through the Tollway's web-based project management system, e-Builder and the Tollway's enterprise resource planning software (SAP).
• Input and review of e-Builder processes as it relates to Purchasing Services and Engineering Contract Services processes and procedures.
• Input and review of financial database processes with e-Builder, SAP and other Tollway databases.
• Develop procurement reports on status of procurement development, schedule, workload, etc.

Similar or related duties (10%)

• These activities, as assigned, would be to assist in contract related services.

Qualifications

Position Qualifications

Required

• High school diploma.
• Minimum of 3-years of purchasing experience.
• Must possess excellent organizational, written, and oral communication skills.
• Must have interpretive skills for contract review and analysis.
• Must have strong time management skills and independent initiative.
• Must have experience performing conflict resolution -- both internal (company) and external.
• Skilled and knowledgeable in the handling of confidential information.
• Must have experience providing customer service.
• Must have experience in the general/basic use of office suite software; in particular: Outlook, Word and Excel or similar system.
• Experience with project management.
• Experience working with procurement processes and personnel.
• Experience with procurement or contract management software, including its document management functionality.
• Experience with financial database software, such as SAP.
• Experience working with consultants, construction personnel or vendors.
• Experience working with confidential information.
• Comprehensive knowledge and understanding of the Illinois Tollway's operations, policies and procedures.
• Experience in finance / accounting; experience in project accounting procedures and responsibilities such as invoice review and approval requirements, ensuring SLA (Service Level Agreement) compliance, avoiding process delays, managing and resolving issues, etc.
• Able to manage priorities to meet critical deadlines.
• Experience working with teams comprised of both internal staff and external vendors; for example: completing project tasks and resolving project issues requiring communication and coordination with team members from multiple organizations -- internal and external.

This position is subject to the Revolving Door provision under the State Officials and Employees Ethics Act. For questions regarding the Revolving Door provisions, please contact the Illinois Tollway Ethics Officer.

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.