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.

o Ensures database communicates properly with other Authority systems and databases.

o 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.

o Maintains records center database.

o Develops and maintains Colorbar labeling program for purchase orders and contracts for accuracy.

o Coordinates the activities involved with government and/or CTA mandated policies/regulations on the storage, retrieval, maintenance and disposal of Authority files and documents.

o Performs data analysis and provides recommendations for Authority personnel and the Procurement Department.

o Assists with the analysis and prediction of contract utilization for stock and non-stock goods and services.

o Identifies and analyzes data on past and anticipated expenditure trends.

o 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.

o Conducts public bid openings using electronic bidding software platform as required.

o Prepares advertising letters for publication in local newspaper, drafts and sends communications to registered vendors.

o Scans and uploads contract solicitation documents to the electronic bidding software platform.

o Creates, compiles, and organizes contract files according to auditing best practices.
• Coordinates with Authority user departments in executing Procurement and/or Supply Chain processes.

o 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.

o Assists Authority user departments in entering and processing procurement requests. Facilitates ordering and payment transactions on behalf of department.

o 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.