Project Specialist II - Law Administration Support

chicagotransit; Chicago (IL); On-site; USD 65,000 - 90,000; Full time

Job summary

Chicago Transit Authority is seeking a detail‑oriented administrative professional to support communications systems maintenance in the Law department. Responsibilities include handling check requests, tracking payments, maintaining deposition/invoice records, coordinating inventory, and onboarding staff and contractors.

You will train on desktop and telecom systems, assist with payroll backup for interns and contractors, and support special projects while ensuring accurate data and timely

Qualifications

• Bachelor’s degree plus two years of relevant experience, or a combination of education and experience.
• Experience with asset management systems is preferred.

Responsibilities

• Processes all check requests for the law department.
• Tracks stale dated payments and follows up with payments not issued with the legal team.
• Maintains Excel files for depositions, subpoenas, and non-law vendors.
• Communicates with Accounts Payable on check payments, voids, or reissuance.
• Coordinates and maintains inventory of department equipment.
• Onboards/offboards personnel within the department.
• Organizes and tracks the annual physical inventory and reconciles discrepancies.
• Prepares reports and reconciliations of inventory discrepancies.
• Handles mail for the department and reviews invoices for postal/delivery services.
• Plans staff workspace setups and tech arrangements for staff, interns, and contractors; provides training on desktop, VPN, software, iManage, and Avaya.
• Assists with special projects and back-up payroll review for interns and contractors.

Skills

Data analysis

Project management

Critical thinking

Communication

Report generation

Education

Bachelor’s degree in Business Management, Accounting, Finance, Technology or related field

Tools

Excel

Word

Access

Oracle ERP

Job description

SALARY

$76,442.66

POSITION SUMMARY

Under general supervision, performs various support functions for communications systems maintenance in the Law department including office and resource support, work orders, asset management, inventory and records control, payroll back-up, data analysis, and special projects.

PRIMARY RESPONSIBILITIES

• Processes all check requests for the law department.
• Responsible for tracking all stale dated payments, following up with payments not issued with the legal team.
• Maintains the excel files of all depositions, subpoenas, and other various non-law vendors.
• Communicates with Accounts Payable department weekly regarding the status of check payments, voids, or reissuance.
• Coordinates and maintains inventory of department equipment.
• Coordinates and executes on/off boarding personnel throughout the department.
• Organizes, controls, and tracks the annual physical inventory.
• Prepares reports and reconciliations of inventory discrepancies.
• Processes incoming and outgoing mail for the department. Receives all messenger deliveries, reviews all accounting invoices related to postal & delivery services.
• Plans and coordinates all incoming and departing staff, interns, and temporary contractors workspaces, technology set-up, and online subscriptions. Provides training and troubleshooting for desktop, laptop, VPN, software, iManage, and Avaya telecom systems.
• Assists with special projects and assignments assigned including under monies contracts.
• Performs back-up functions for reception & FOIA (Freedom of Information Act) mail and data entry
• Serves as a back-up for review and submission of department payroll, including interns and contractors.
• Performs related duties as assigned.

MANAGEMENT RESPONSIBILITIES

Reporting to this position are the following jobs:

• Job Title
• None

CHALLENGES

• Organizing and analyzing data from numerous and diverse sources.
• Managing department inventory
• Addressing defective equipment

EDUCATION/EXPERIENCE REQUIREMENTS

• Bachelor’s degree in Business Management, Accounting, Finance, Technology or a related field, plus two (2) years of experience of relevant experience, or a combination of education and experience relating to this position.
• Experience with various asset management systems preferred.

PHYSICAL REQUIREMENTS

• Must be able to move equipment, weighing approximately 10 lbs.
• Requires remaining in a stationary position extended periods of time and constantly operating a computer and other office productivity machinery.
• Service Area Requirement: Exempt (Non-Union) employees must live within the boundaries of the CTA Statutory Service Area either at the time of employment or within 6 months of beginning employment at CTA.

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong computer skills, including Excel, Word and Access.
• Good verbal and written communicate skills.
• Good project management skills.
• Strong critical thinking skills.
• Ability to take large amounts of raw data and synthesize in meaningful reports.

WORKING CONDITIONS

• General office environment.

EQUIPMENT, TOOLS, AND MATERIALS UTILIZED

• Personal computer and related software (Microsoft Word, Power Point, Excel, etc.).
• ERP Oracle
• Asset management and work order systems

Employees and/or union members will be given priority consideration in the hiring process, per the applicable labor contracts.

Final salary will be determined in part by the qualifications of the selected candidate and may be higher or lower than target.

Applicants, if hired,must comply with CTA's residency ordinance.

CTA IS AN EQUAL OPPORTUNITY EMPLOYER

No employee or applicant for employment will be discriminated against because of race, color, creed, religion, sex, marital status, national origin, sexual orientation, ancestry, age, unfavorable military discharge, disability or any other status protected by federal, state, or local laws; except where a bona fide occupational qualification exists We are committed to providing an inclusive environment for our workforce and supporting the communities we serve. CTA will make reasonable accommodations for the known disabilities of otherwise qualified applicants for employment as well as its employees, unless undue hardship would result. If you require an accommodation in the application or hiring process, please contact [e-mail] prior to the submission of your application or upon notification of your actual test date. CTA will work with you to determine if an accommodation can be provided.

During the hiring process, CTA's Human Resources department will contact candidates with next steps . Failure to respond to these correspondences in a timely fashion may result in your application being closed out for non-responsiveness.