Specialist, Contract Utilization

Chicago Transit Authority; Chicago (IL); On-site; USD 68,000 - 92,000; Full time

Job summary

Chicago Transit Authority is seeking a professional to assist in analyzing contract utilization and predicting demand for stock and non-stock goods and services. You will support procurement operations, manage records, and coordinate with departments to ensure timely delivery of goods and services.

The role requires a Bachelor’s degree in business or related field and at least two years of purchasing or supply chain experience; Oracle ERP and MS Office skills are essential.

Qualifications

• Bachelor’s degree in Business or related field plus two years of purchasing/supply chain experience.
• Experience with public contracting and data reporting is a plus.
• Knowledge of Oracle ERP and standard office software is required.

Responsibilities

• Manage vendor registration database ensuring data integrity and reporting.
• Coordinate procurement and contract administration with vendors and CT A Law Dept.
• Maintain central file inventories and records retention schedules.

Skills

Excel

Analytical skills

Communication skills

Data analysis

Record keeping

Education

Bachelor’s Degree in Business or related field

Tools

Oracle ERP

Microsoft Word

Adobe Acrobat

Excel

Job description

Job Description

Description

SALARY

$80,142.52

POSITION SUMMARY

Under general supervision, assists in the analysis and prediction of contract utilization for stock and non-stock goods and services. Recommends new contracts and adjustments to existing contracts based on utilization analyses and changes in demand.

Qualifications

• PRIMARY RESPONSIBILITIES
  • Manages Authority’s vendor registration database to ensure data maintenance, data integrity, and provides data reporting relative to the information stored within the database.
  • Ensures database communicates properly with other Authority systems and databases.
  • Works closely with vendors and CTA Law Dept. to manage contract assignment process.
  • Coordinates and maintains Central File and departmental records inventories, retention schedules and records storage equipment.
  • Develops and maintains Colorbar labeling program for purchase orders and contracts for accuracy.
  • Coordinates the activities involved with government and/or CTA mandated policies/regulations on the storage, retrieval, maintenance and disposal of Authority files and documents.
  • Performs data analysis and provides recommendations for Authority personnel and the Procurement Department.
  • Assists with the analysis and prediction of contract utilization for stock and non-stock goods and services.
  • Identifies and analyzes data on past and anticipated expenditure trends.
  • Assists Procurement personnel in monitoring all contracts for non-stock goods and services to ensure all expenditures are within contract scope and budget.
  • Performs administrative support functions for the Authority’s Purchasing and Supply Chain operations.
  • Conducts public bid openings using electronic bidding software platform as required.
  • Prepares advertising letters for publication in local newspaper, drafts and sends communications to registered vendors.
  • Scans and uploads contract solicitation documents to the electronic bidding software platform.
  • Creates, compiles, and organizes contract files according to auditing best practices.
  • Coordinates with Authority user departments in executing Procurement and/or Supply Chain processes.
  • Works with Maintenance and Supply Chain personnel and third-party contractors to ensure the timely delivery of goods and services necessary to keep revenue vehicles in operation.
  • Assists Authority user departments in entering and processing procurement requests. Facilitates ordering and payment transactions on behalf of department.
  • Assists Procurement personnel in gathering and maintaining information used for reporting as well as special projects as required.
  • Performs related duties as assigned.

MANAGEMENT RESPONSIBILITIES

Reporting to this position are the following jobs:

Job Title

CHALLENGES

• Keeping abreast of contract processes and procedures, and the Authority’s use of the tools and materials procured.

EDUCATION/EXPERIENCE REQUIREMENTS

• Bachelor’s Degree in Business or a related field, plus two (2) years of experience in purchasing or supply chain computerized inventory systems, or an equivalent combination of education and experience.

PHYSICAL REQUIREMENTS

• Requires remaining in a stationary position for 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

• Working knowledge of Oracle’s ERP system.
• Working knowledge of the principles and practices of basic public purchasing and contract administration.
• Working knowledge of budget monitoring practices.
• Strong Microsoft Excel, Word and Adobe Acrobat skills.
• Strong analytical skills.
• Good oral and written communication skills.
• Ability to express oneself in a clear, logical, and comprehensive manner.
• Ability to analyze complex inventory problems, evaluate alternatives, and reach sound decisions.
• Ability to maintain organized and accurate records and data.
• Ability to prepare clear and concise reports and other written materials.
• Ability to develop and monitor databases and electronic data files.

WORKING CONDITIONS

• General office environment.

EQUIPMENT, TOOLS, AND MATERIALS UTILIZED

• Standard office equipment.
• Personal computer and related software.

Additional Details 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.