Project Specialist II Security Contracts

Chicago, IL - USA

Monthly Salary: Not Disclosed

Posted on: 16 days ago

Vacancies: 1 Vacancy

Job Summary

SALARY

$71858.3632

POSITION SUMMARY

Under direction performs various Auditing and Administration activities related to Contracts and Invoices for the Security department including the maintenance of documentation for contracts invoices payments and emergency services. Interacts with Vendors to ensure Documents (contracts invoices etc.) are received on time and are accurate.

PRIMARY RESPONSIBILITIES

Assists management in the maintenance and review of contract specifications invoicing renewals and other administrative monitoring of existing contracts.

o Maintains all administrative support functions in managing service and contractor contracts including maintaining all related documentation and files and prepares related reports.

o Performs audits of contractor financial documents and prepares analysis for management review.

o Communicates regularly with Security vendors to rectify any discrepancies while Auditing Invoice financial documents.

Submits for review and approval vendor invoices for payment.

o Works with the Procurement department to review and confirm compliance of all contract specifications.

o Reviews invoices and submits to management for approval.

o Assists in the coordination of documentation and processing of invoice payments in Authority business systems and other tracking systems.

o Processes all check requests including emergency requests to ensure timely and efficient payments by the Authority.

o Liaises with contractors to ensure adherence to Authority payment processes and Compliance requirements.

Performs various administrative support tasks for security contracts.

o Prepares organizes and maintains records for security contracts area including ShareDrive folders.

o Assists in maintaining and preparing various reports and presentations.

o Prints and distributes various reports and communications.

o Prepares and processes documents relating to department personnel.

o Directs phone calls and incoming correspondence to appropriate areas.

o Screens inquiries answers questions and provides information as appropriate.

Communicates with various internal and external entities on behalf of the Security Department. Maintains database of information released from the Security Department to various internal and external entities. Prepares communications between Security and various departments and third parties on compliance and record keeping.

Performs related duties as assigned.

MANAGEMENT RESPONSIBILITIES

Reporting to this position may include the following jobs:

Job Title

None

CHALLENGES

Keeping abreast of frequently changing contract specifications and staffing needs.

EDUCATION/EXPERIENCE REQUIREMENTS

Bachelors degree in Business management Business Administration Auditing or a related field plus two (2) years of experience in contract management in a facilities maintenance environment or an equivalent combination of education and experience relating to this position.

A combination of education and experience including any relevant military experience may be substituted in place of the above-mentioned requirements.

Experience monitoring and managing large or many contracts preferred.

Must possess a valid drivers license.

Must complete and maintain CTA Rail Safety certification training.

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 the structure accountability functions and overall mission of the Security Department.

Working knowledge of specification writing and interpretation Auditing cost estimating procurement contract tracking long-range expenditure forecasting and variance reporting.

Working knowledge of research methods and report presentation.

Strong organizational skills and attention to detail.

Good computer operations and word processing spreadsheets presentations and database software skills.

Good oral analytical and written communications skills.

Good interpersonal skills in dealing with external groups and/or organizations.

Ability to work independently.

Ability to work with sensitive information while maintaining strict confidentiality.

Ability to work collaboratively with other departments.

Ability to troubleshoot and solve a wide range of issues and/or problems including strategic planning and cost/benefit analysis.

Ability to manage time and workload effectively which includes planning organizing and prioritizing with attention to details.

WORKING CONDITIONS

General office environment.

Required to travel to various CTA property locations including facilities garages and shops while conducting contract oversight.

EQUIPMENT TOOLS AND MATERIALS UTILIZED

Standard office equipment.

Personal computer and related software.

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 hiredmust comply with CTAs 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 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 CTAs 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.

Please click link below to review the benefits offered at the CTA.

Experience:

SALARY$71858.3632POSITION SUMMARYUnder direction performs various Auditing and Administration activities related to Contracts and Invoices for the Security department including the maintenance of documentation for contracts invoices payments and emergency services. Interacts with Vendors to ensure D...