Contract Payment Expediter

Illinois Tollway; Downers Grove (IL); On-site; USD 60,000 - 85,000; Full time

Job summary

Illinois Tollway is seeking a Contract Payment Expediter to accelerate review and payment of professional services invoices, contractor pay estimates, and related documents. You will work with Engineering, Compliance and Finance to resolve deficiencies and ensure timely payments to consultants and outside agencies.

Responsibilities include reviewing consultant rate forms, reallocations, and maintaining precise records.

Qualifications

• High School Diploma or GED.
• Excellent written, verbal and organizational skills.
• Proficient in Microsoft Word, Excel and have experience with Microsoft Access.
• Strong organizational and interpersonal/teamwork skills.
• Ability to prioritize multiple tasks to obtain the required documents and approvals.

Responsibilities

• Perform a detailed review of consultant reallocation and transfer requests.
• Document payment issues and monitor their resolutions in the Program Management Software (e-Builder).
• Accurate and timely review of Consultant Rate Forms.
• Keeps detailed tracking records of payment documents.
• Ensure timely processing of consultant invoices and contractor pay estimates within the Engineering department.
• Input construction pay items, monitor and update pay estimates into the CentralSys database.
• Input and monitor construction change orders and extra work orders with BidBuy.
• Persistent follow-up with consultants, subconsultants, contractors and project managers to ensure timely processing.
• Keeps staff and managers abreast of progress and delays in a timely manner.
• Other related duties as assigned.

Skills

Strong written and verbal comms

Interpersonal/teamwork

Ability to prioritize multiple tasks

Documentation and record-keeping

Education

High School Diploma or GED

Tools

Microsoft Word

Microsoft Excel

Microsoft Access

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 Contract Payment Expediter reports directly to the Contract Payment Expediter Supervisor and indirectly to the General Manager of Engineering or Deputy Chief of Program Implementation and shall work closely with Engineering, Compliance and Finance staff to determine deficiencies and delays during the review and approval process.

The principal role of the Contract Payment Expediter's position is to expedite the review and payment of professional services invoices, contractor pay estimates, Intergovernmental Agreement invoices, in addition to all supporting activities related to the processing of payments. This includes, but is not limited to, the processing of Consultant Rate Forms, consultant budget reallocations, construction Authorization to Proceeds, and Change Orders/Extra Work Orders. The incumbent shall ensure that all supporting documentation and billing requirements are met, and all unresolved billings issues are handled in a timely manner to avoid delays in payments to consultants, contractors and outside agencies.

1. Perform a detailed review of consultant reallocation and transfer requests.
2. Document any payment issues and monitor their resolutions in the Program Management Software (e-Builder).
3. Accurate and timely review of Consultant Rate Forms.
4. Keeps detailed tracking records of payment documents.
5. Ensure timely processing of consultant invoices and contractor pay estimates within the Engineering department.
6. Input construction pay items, monitor and update pay estimates into the Microsoft Access Database (CentralSys).
7. Input and monitor construction change orders and extra work orders with the Illinois e- procurement system (BidBuy).
8. Persistent follow-up with consultants, subconsultants, contractors, project managers and other departments to ensure timely processing.
9. Keeps staff and managers abreast of progress and delays in a timely manner.
10. Other related duties as assigned.

• High School Graduate or equivalent GED.
• A minimum of two years of work experience as a consultant or contractor payment expeditor or in a related field with similar work experience.
• Must have excellent written, verbal and organizational skills.
• Must be proficient in Microsoft Word, Excel and have experience with Microsoft Access.
• Strong organizational skills and interpersonal/teamwork skills.
• The ability to prioritize multiple tasks to obtain the required documents and approvals.

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.

All stated experience for each question listed within the Supplemental Question Section will need to be reflected in the "Work Experience" section of your application or in your resume. Failure to do so, or overstating experience, will result in receiving no credit for your answer, and may result in your disqualification from consideration.