Administrator, Procurement

SALARY

$78,424.34

POSITION SUMMARY

Under general supervision, responsible for purchasing and related contract administration activities within an area of the department, procuring the goods and services necessary for the daily operations of the Authority, maintenance of both its rolling stock and physical plant, and design and construction of its capital projects.

PRIMARY RESPONSIBILITIES

• Responsible for various types of procurements, such as preparation of bid proposals (including Invitations for Bids, Requests for Proposals, and Letters of Interest and Qualifications), review of contractor responses, and preparation recommendations in accordance with all applicable laws and CTA regulations.
• Reviews contract specifications, conducts pre-bid and pre-award meetings, determines responsiveness and responsibility of bidders, negotiates contracts and change orders; and coordinates contractual approvals with responsible departments.
• Administers addendums, directive letters, change orders, and proceed orders for contracts as required.
• Meets with vendors, user groups such as Construction and Engineering; and Law and Diversity as needed.
• Coordinates and participates in evaluation, selection, and negotiation committees to obtain goods or services as directed.
• Prepares requests for concurrence and approval from funding on procurements as necessary.
• Performs related duties as assigned.

MANAGEMENT RESPONSIBILITIES

Reporting to this position may include the following jobs:

Job Title

None

CHALLENGES

• Funding/Budget Constraints, Market Conditions, Shifting Needs/Priorities, Compressed Time Schedule, Regulatory Compliance/Constraints, Vendor Performance, Consultation and Coordination with User, Law, Capital Investment, and Diversity departments to ensure that all laws and program requirements are met in the contracting process.

EDUCATION/EXPERIENCE REQUIREMENTS

• Bachelor's degree in Business Administration, or Engineering, or a combination of education and experience related to this position.
• Three (3) years of experience in office administration or project management preferred.

PHYSICAL REQUIREMENTS

• Must be able to walk, sit, and carry up to 25 pounds.
• 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

• General knowledge and understanding of formal and informal bidding procedures preferred
• Working knowledge of the Microsoft Office Suite and the applications of these products in support of purchasing activities.
• Strong verbal and written communication skills.
• Basic skill in reading and interpreting specifications, drawings, and purchase requests.
• High conscientious ability.

WORKING CONDITIONS

• Usual office conditions.
• Occasionally required to visit operating locations including; Bus Garages, Rail Shops, and construction sites.
• This position is considered a "C-List" position under the "Revolving Door" prohibition within the State Officials and Employees Act (5 ILCS 430/5-45), which contains a number of post-employment restrictions CTA employees in C-list designated positions must follow. Among other requirements listed in this statute, CTA employees in C-list designated positions are required to follow State notification procedures to the Office of the Executive Inspector General prior to acceptance of any applicable non-State employment or may be fined significant penalties.

EQUIPMENT, TOOLS, AND MATERIALS UTILIZED

• Must be able to operate a personal computer to utilize programs such as Windows, Microsoft Office, and other PC and mainframe computer systems necessary to perform the duties of Procurement Administrator
• Standard office equipment