Senior Administrator, Procurement

PRIMARY RESPONSIBILITIES

Under general supervision, handles all purchasing and related contract administration activities within the area of the department procuring the goods and services necessary for the daily operations of the Authority, such as professional services, technology and special projects as required.

• Acts as main point of contact with contractors while handling complex and/or multimillion dollar procurements.

• Prepares bid proposals (including Invitations for Bids, Requests for Proposals, and Letters of Interest and Qualifications).

• Reviews contractor responses and uses comparative data to perform analysis of cost effectiveness.

• Negotiates contracts and change orders.

• Prepares recommendations for contract awards, change orders, amendments, ordinances, etc. in accordance with all applicable laws and Authority regulations.

• Performs preliminary administrative functions in preparation of procurement negotiations.

• Reviews contract specifications.

• Reviews contract special conditions and other contract language, and where necessary revises language to prepare solicitation packages.

• Conducts pre-bid and pre-award meetings.

• Determines responsiveness and responsibility of bidders.

• Coordinates contractual approvals with responsible departments.

• Analyzes purchase requisitions to determine proper procurement method and determines the accuracy and quality of the description of goods and services.

• Generates correspondence concerning substitutions or changes in the delivery of materials or services.

• Researches marketplace to identify new products, technologies, and services required by the Authority to support new and ongoing projects.

• Reports to management and user departments on new developments that are applicable to Authority.

• Meets with vendors, visits vendor facilities, and maintains a file of current product catalogs and price schedules.

• Prepares requests for concurrence and approval from funding on procurements as necessary.

• Chairs evaluation, selection, and negotiation committees to obtain professional consulting services as directed.

• Performs related duties as assigned.

MANAGEMENT RESPONSIBILITIES

Reporting to this position may include the following jobs:

• Job Title

• None

CHALLENGES

• Ensuring all procurement activities are completed expeditiously and in accordance with all applicable laws and regulations.

EDUCATION/EXPERIENCE REQUIREMENTS

• Bachelor's degree in Business Administration or Engineering, plus five (5) years of experience in procurement and/or purchasing, or an equivalent combination of education and experience.

• Experience with Technology, Security, Human Resources and Professional Services contracts preferred.

PHYSICAL REQUIREMENTS

• Requires remaining in a stationary position for extended periods of time and constantly operating a computer and other office productivity machinery.

KNOWLEDGE, SKILLS, AND ABILITIES

• Working knowledge of the Microsoft Office Suite and the applications of these products in support of Purchasing activities.

• Working knowledge of Federal, State, and Local procurement regulations and guidelines.

• General knowledge and understanding of formal and informal bidding procedures and the legal implications and requirements of both.

• General knowledge of standard price and purchasing reference sources for transit materials, supplies and equipment.

• Strong verbal and written communication skills.

• Strong computer skills, specifically with Windows, Microsoft Office, Oracle and other PC and mainframe computer systems necessary to perform the duties of the position and construction sites.

• Intermediate skill in reading and interpreting specifications, plans, drawings and purchase requests.

• Ability to analyze requisitions and relate them to current and future needs.

• Ability to prepare clear and concise written reports and correspondence.

• Ability to establish and maintain effective working relationships with those contacted in the course of the work.

• WORKING CONDITIONS

• General office environment.

• 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

• Standard office equipment.

Personal computer and related software (i.e., Microsoft Office and Oracle).