Project Specialist II - Security Contracts

SALARY

$71,858.3632

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

* Bachelor's 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 driver's 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.