Specialist, Contract Utilization

RiseMe; Chicago (IL); On-site; USD 70,000 - 90,000; Full time

Job 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.

Works with Oracle ERP, public purchasing principles, and budget monitoring practices to ensure data integrity and effective procurement decisions. Strong analytical and communication skills are essential, with experience in Excel, Word, and Adobe

Qualifications

• Bachelor’s Degree in Business or a related field required, plus two years of purchasing or supply chain experience.
• Experience with inventory systems or ERP is preferred.
• Strong analytical and data reporting skills required.

Responsibilities

• Manages vendor registration and ensures data integrity and reporting.
• Ensures database communication with other systems and departments.
• Maintains central file and records inventories and retention schedules.
• Develops labeling for purchase orders and contracts.
• Assists with contract analysis, utilization prediction, and expenditure trend analysis.
• Supports procurement and supply chain processes and procedures.

Skills

Oracle ERP

Public purchasing

Budget monitoring

Excel

Word

Adobe Acrobat

Analytical skills

Oral communication

Written communication

Report writing

Data organization

Education

Bachelor's degree in Business

Tools

Oracle ERP

Job 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.

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.
• Maintains records center database.
• 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

None

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.